Administrative Coordinator

The City of San Juan Capistrano is seeking a motivated and skilled individual who enjoys working in a team-oriented environment to provide high-quality administrative support to the Maintenance and Operations Division of the Public Works Department. The City places a strong emphasis on providing exceptional customer service and seeks candidates with a positive, collaborative, and professional approach in working with the public as well as internal staff. The Administrative Coordinator performs a wide variety of highly skilled administrative functions and coordinates the day-to-day office activities for the area of assignment; provides confidential administrative support to the assigned executive or management staff; assists in the development of departmental budgets and administration of assigned City programs; and provides information and assistance to the public regarding departmental operations and activities. **Apply Now to join the San Juan Capistrano team! This recruitment will remain open until filled.** 1. Provides administrative support and assistance to assigned departmental director or management personnel; performs a variety of highly responsible, confidential and/or complex secretarial tasks. 2. Participates and assists in the administration of assigned office operations; coordinates and prioritizes the Department's clerical support functions; develops and maintains various administrative forms and files. 3. Prepares, types, and/or edits correspondence, complex reports, agenda items, resolutions, ordinances, and legal documentation; creates flyers, brochures, newsletters, advertisements, marketing collateral, and other types of publications for print. 4. Reviews, researches, and prepares a variety of administrative, fiscal, and statistical reports; coordinates the submittal of reports to appropriate Federal and State agencies as required. 5. Maintains departmental calendars and schedules appointments, meetings and conferences for designated personnel; coordinates meeting preparations including equipment and facilities. 6. Prepares meeting agendas, minutes, reports, and follow-up correspondence; assembles and distributes meeting packets and maintains related files; coordinates public notification of hearings and meetings as required; attends meetings and may serve as Recording Secretary as assigned. 7. Participates in the preparation, administration, and monitoring of assigned budgets; collects and analyzes financial data; monitors the status of financial accounts; reviews budget requests and maintains budgetary records. 8. Prepares purchase requisitions and processes invoices for payment; prepares and tracks deposits. 9. Assists or oversees the administration of assigned City-wide programs. 10. Conducts research, analyzes data, and evaluates departmental programs, policies, and procedures; identifies opportunities for improvement and recommends and implements related changes. 11. Provides assistance with a variety of special projects including researching and compiling data; assists in planning and coordinating activities and events. 12. Performs or oversees the Department's records management function including developing, implementing, and modifying filing systems; maintains file logs and ensures the proper maintenance and archiving of departmental records and files. 13. Administers and maintains the Department's website page including updating content and posting special events information and/or calendars as assigned. 14. Coordinates the ordering of departmental office supplies; monitors and maintains supply inventories; assumes responsibility for the purchase, maintenance and repair of office equipment. 15. Assists the general public by providing information, referrals, and applications; responds to and resolves public inquiries and complaints in relation to departmental operations; collects fees, issues receipts, and balances and reconciles assigned cash drawer. 16. Provides general support for clerical sta…