Position Title: Administrative Coordinator
Department(s): Building Commissioner's Office
Reports to (Title): Building Commissioner
Position Summary
This position provides advanced administrative and operational support to the Building Commissioner’s Office. The role serves as a central point of coordination for departmental administrative functions, including payroll, timekeeping, records management, permit processing, and confidential personnel documentation.
This position is designated as confidential due to routine and ongoing access to sensitive employee information, including personnel records, medical documentation, disciplinary materials, and internal communications involving the Department Head, Human Resources, and legal counsel. The position requires the consistent exercise of discretion and the safeguarding of information in accordance with applicable laws, including HIPAA, and City policies.
Essential Functions
- View, edit, manage, and submit all department employee timesheets; correct time entries and manage benefit time usage
- Track absences; process time-off requests; distinguish FMLA-protected versus non-protected time
- Maintain and access department employee and supervisor personnel files
- Receive, process, and maintain doctor’s notes, FMLA certifications, and related medical records in compliance with HIPAA and applicable laws and policies
- Receive and process First Reports of Injury; coordinate documentation and reporting requirements
- Assist Department Head with documentation related to discipline, investigations, and corrective action
- Maintain records and documentation related to personnel matters as directed
- Participate in or have access to confidential correspondence between the Department Head, Human Resources, legal counsel, and executive management
- Maintain administrative access to HRIS, payroll, and timekeeping systems for department employees
- Issue permits, licenses, registrations, and renewals in accordance with City ordinances and departmental procedures
- Receive and receipt fees, prepare deposits, and coordinate with the Controller’s Office
- Respond to inquiries regarding zoning, ordinances, permits, and code enforcement matters
- Prepare memorandums, reports, notices, court documents, and other departmental correspondence
- Maintain and organize departmental records, files, and plan room documentation
- Attend Environmental Court as required
Additional Responsibilities
- Process requisitions and maintain office supply inventory
- Annually review and purge outdated files and records in accordance with retention requirements
- Notarize documents for staff and the public, as applicable
- Serve as administrative liaison between the department and other City departments
- Perform related duties as assigned
Working Conditions
- Work is performed in a standard office environment with routine use of computers, phones, and office equipment
- Regular interaction with employees, supervisors, other departments, and the public
- Frequent handling of confidential, sensitive, and legally protected information
- Requires consistent attention to detail and adherence to confidentiality standards
Physical and Mental Requirements
- Ability to sit for extended periods and perform repetitive tasks such as typing and data entry
- Ability to operate standard office equipment including computer, copier, and telephone
- Occasional lifting of files or office materials up to approximately 20 pounds
- Ability to read, interpret, and apply policies, ordinances, and procedures
- Ability to manage multiple tasks, prioritize work, and meet deadlines
- Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information
- Ability to communicate clearly and professionally, both verbally and in writing
- Ability to maintain accuracy and attention to detail in recordkeeping and data entry
Minimum Qualifications
- High school diploma or equivalent required; associate degree in business administration, public administration, or related field preferred
- Minimum of three (3) years of administrative or clerical experience required; municipal or government experience preferred
- Experience with payroll, HRIS, timekeeping systems, or permit processing preferred
- Ability to obtain Notary Public certification within six (6) months of hire
Disclaimer
This job description describes the general nature and level of work performed and is not intended to be an exhaustive list of all duties or responsibilities. The City reserves the right to assign or modify duties as needed
Job Type: Full-time
Pay: Up to $21.22 per hour
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
