Office Coordinator

Office Coordinator

TOWN OF CUMBERLAND
JOB DESCRIPTION
Office Coordinator
POSITION:   Office Coordinator – Full Time

DEPARTMENT:  Town Administration
DATE:  January 2023
IMMEDIATE SUPERVISOR:  Assistant Town Manager
FLSA STATUS:  Non Exempt
SALARY RANGE: up to $21.17 hour, depending on qualifications

 GENERAL PURPOSE:
This position will be the front face for the office both in person and over the phone.  The Office Coordinator will be responsible for greeting the public, keeping the public calendar up to date, facility rentals, maintain office equipment, and other administrative tasks.  This position also provides back up for the Utility Billing Clerk and will be responsible for helping to post payments.
SUPERVISION RECEIVED:
Works under the supervision of the Assistant Town Manager
DUTIES AND RESPONSIBILITIES:
  • Assist the Cumberland Assistant Town Manager in fulfilling duties and responsibilities.  Examples of particular duties include, but are not limited to:
  • Greet the public
  • Facilitate the rental of park picnic shelters
  • Maintain the public calendar in Outlook
  • Distribute mail
  • Maintain office supplies and equipment
  • Open and secure office at open and closing each day
  • Take payments as needed
  • Address and resolve customer questions or refer them to the appropriate department
  • Maintain and organize lobby areas
  • Coordinate meetings and manage meeting minutes when required
  • Maintain detailed Files
  • Assist with issuance of building permits
  • Assist with other clerical items as asked

QUALIFICATIONS:
Education and Experience
High School Graduate or Equivalent
Some College or Post High School Education preferred
5 years’ experience as a receptionist, administrative assistant, or office maager preferred
Local government experience preferred, but not required
Notary Public preferred

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:
  • Must be detail-oriented and a natural problem solver
  • Excellent communication skills, both written and spoken
  • Understanding of Microsoft Office Systems, including Word, Excel and Outlook
  • Must possess general office skills in the following areas – Invoicing, Fax, Copy Machines, Office Printers, Calculator, Computers and Typing.
  • Must be capable of prioritizing and organizing own work
  • Adaptable to Changing Workloads and Conditions
  • Ability to work under time constraints
  • Must be dependable and professional in both appearance and attitude
SPECIAL REQUIRMENTS:
  • Must have a valid State of Indiana Driver’s License or ability to obtain one.
  • Must be able to attend regular evening meetings.
OTHER INFORMATION
  • Does not supervise other employees
  • Does not control a budget

TOOL AND EQUIPMENT USED:
Town issued computer and related software – this would include Word, Excel, Power Point and Outlook.  General office equipment such as phone, copy/printer, and fax machine.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed mostly in office settings.  Hand eye coordination is necessary to operate computers and various pieces of office equipment. 
While performing the duties of this job, the employee is occasionally required to stand, sit, or walk; to use hands to finger, hand, feel, or operate objects, tools, or controls; lift boxes weighing 20 pounds; and reach with hands and arms.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The typical work environment is an office.  The noise level in work environment is usually quiet in an office.