ADMINISTRATIVE COORDINATOR Job Duties: Provides sophisticated executive and administrative support to the Assistant Administrative Director. Assists the office in the management of office functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE POSITION The following duties are standard for this position. They are not to be construed as exclusive or allinclusive. Other duties may be required and assigned. Performs non-routine administrative tasks (e.g. independently interprets policies and procedures regarding composition of correspondence, briefing, and all other materials being prepared by personnel throughout the office on behalf of the Assistant Administrative Director). Develops, coordinates, analyzes, evaluates, and oversees special assignments assigned by the Assistant Administrative Director. Assists with coordination, preparation, and management of special events and activities of the Court. Analyzes and evaluates programs, procedures, and policies and provides technical advice to aid the Assistant Administrative Director in decision making. Advises and works with staff to further define, develop, and include essential components in reports, recommendations, and correspondence necessary for the Assistant Administrative Director’s review/approval. Reviews, researches, and edits documentation (e.g. departmental documents, newsletters, brochures, policies, directives, press releases, contracts, leases, controlling board requests) to facilitate the Assistant Administrative Director’s approval process. Facilitates and expedites the Assistant Administrative Director’s review process by proactively identifying, ascertaining, and incorporating essential information to aid in decision making (i.e. comprehensively reviewing a wide array of department issues, analyzing recommendations, and identifying and consulting with appropriate management staff to assure thorough review and consideration of respective implications, impacts, and benefits). Enhances office efficiency by acting for and relieving the Assistant Administrative Director of difficult and/or time-consuming administrative duties. Identifies office/departmental needs and creates or obtains necessary tools (e.g. procedures, databases) to enhance efficiency. Develops workflow processes.
Conducts research independently in order to formulate and implement office policies and procedures. Recommends operational changes within the office, as needed. Formulates and implements and/or directs formulation and implementation of program policies and procedures pursuant to statutory requirements and departmental goals and objectives. Establishes implementation plans inclusive of action steps, responsible persons, and timeframes for building data-driven, statistically significant performance results. Directs, implements, and monitors continuous improvement application processes. Develops and implements office operating policies. Develops project plans to effectively analyze and manage complex performance and process issues. Plans, manages, and leads complex, multidimensional, and multidepartment projects to ensure departmental collaboration and project success. Creates and maintains a centralized coordinated process for projects. Identifies, manages, and mitigates risks associated with projects and initiatives. Manages and maintains stakeholder relationships and works effectively with Supreme Court staff, which could include a variety of divisional leadership in addition to their respective internal and external constituents. Formulates, drafts, and delivers a variety of reports and presentations to advance the understanding of sponsors, stakeholders, and impacted populations. Responds to inquiries from Court employees and constituents and provides advice and direction on Supreme Court policies and procedures. Researches errors and complaints and informs the appropriate parties. Acts as a liaison between the Assistant Administrative Director and internal and external constituents. Responds independently on behalf of the Assistant Administrative Director to inquiries and complaints from government officials, recipients, service providers, and the general public. Attends meetings on behalf of the Assistant Administrative Director when requested and prepares informational briefs and summaries. Promulgates the goals and objectives of the office to staff. Coordinates and manages business functions for the office (e.g. expenditure authorization, coordination of staff training, personnel contracting, procurement, space allocations, office budget, expense reports, fiscal controls). Assists with the preparation and review of Court contracts, ensures prompt and accurate processing of contracts, requests for proposals, and related documents. Prepares requisitions for office purchases and/or services. Analyzes, interprets, and conveys complex, technical information both orally and through written correspondence. Composes and finalizes correspondence, memoranda, spreadsheets, and reports, as well as legal and other documents. Signs routine correspondence when appropriate. Maintains correspondence files in addition to fiscal and personnel records. Schedules and organizes staff meetings, appointments, travel schedules, and speaking engagements for the Assistant Administrative Director. Coordinates travel arrangements with complex and detailed itineraries. Schedules meetings and conferences for the office and assists in preparation. Assists in the coordination and preparation of committee and board meetings. Records minutes for various meetings. Proofreads, edits, and prepares meeting and conference materials for final draft/publication.
May supervise assigned support staff. Establishes goals, designates tasks, and provides regular direction to staff. Monitors staff assignments and reports. Monitors and evaluates performance. Reviews work and provides feedback. Encourages staff development. Approves or disapproves leave. Organizes and conducts general staff meetings, as well as staff meetings to analyze impact (e.g. program utilization rates) of new/revised statuses, policies, and procedures. Assists in interviewing and training. Performs basic administrative duties of the office, including, but not limited to, typing, filing, file creation, data compilation, and data entry. Schedules and places conference calls. Screens incoming calls and visitors, handling routine matters. Performs other related duties as required. Minimum Qualifications: Requires a bachelor’s degree or core undergraduate coursework in business, communications, management, public relations, government relations, or a related field and a minimum of three years of experience working in a professional administrative support position with significant responsibilities. Familiarity with government structure, process, and operations (preferably from occupational experience) preferred. Knowledge of administrative practices and procedures, public administration, public and human relations, program/project management, business administration, budgeting, and organizational development are also preferred. Requires excellent analytical and problem-solving skills such as: business needs/requirements analysis and complex problem-solving; strategic planning, process improvement, and performance measurement; and process/workflow analysis and organizational modeling. Requires the ability to perform a variety of administrative assignments with minimal direction using a high degree of independent judgment and the ability to prioritize a large volume of on- going tasks and projects in an environment with regular disruptions and distractions while maintaining attention to detail, tact, and decorum. Must exhibit excellent time management and organization skills. Requires the ability to formulate and work through project plans, define problems, collect data, establish facts, draw valid conclusions, initiate solutions, and make recommendations for action. Requires strong writing skills and the ability to create complete and concise correspondence, in addition to policy, technical, and grant writing proficiency. Must exhibit excellent spelling, grammar, punctuation use, and professional formatting of documents and presentations. Requires the ability to work both independently and as a team member.
Requires the ability to work under pressure, discreetly handling all aspects of the job with professionalism, patience, discretion, and confidentiality. Requires the ability to communicate tactfully and effectively, both verbally and in writing, to interact productively with others and establish positive public relations. Requires the ability to establish and maintain collaborative, effective working relationships with supervisors, colleagues, subordinate staff, department directors, managers, employees, public officials, state agencies, and agency liaisons. Requires the ability to handle sensitive, face-to-face contact with the public and government officials in a composed, hospitable, and approachable manner. Must possess general administrative skills such as: scheduling, calendar management, public records management, database management, and the planning and preparation of meetings, speaking engagements, and trips. Previous responsibility coordinating events for internal and external constituents preferred. Requires a high level of competency using advanced functions in Microsoft Word, Excel, Outlook, and PowerPoint. Experience with Microsoft Access, SharePoint, Visio, Adobe Acrobat Pro, and project portfolio management software is a plus. Requires outstanding technological skills, including the operation of multi-function devices such as: printers, copiers, scanners, label makers, office phones, and fax machines. Must effectively use technological education tools such as: PCs, laptops, multimedia projectors, websites, videos, overhead projectors, printed display materials, and flip charts. Must be able to set up and test equipment, troubleshoot, and solve minor equipment problems. Special Requirements: This position is regularly exposed to sensitive information and the incumbent is expected to keep any such information strictly confidential. Major Worker Characteristics: The Court seeks to recruit and retain talented individuals with a commitment to public service. Supplemental Information: Other This is an exempt unclassified position that reports to the Assistant Administrative Director and the normal work hours are 8:00 a.m. – 5:00 p.m. The Supreme Court of Ohio offers a generous compensation package which includes salaries reviewed annually for market adjustments; health, vision, dental, and life insurance; 10% employer contribution to the state retirement plan (OPERS); tuition reimbursement; flex time; and paid vacation, personal and sick time earned in the first month of employment. Starting salary commensurate with experience, minimum of $48,588.
At-Will Employment
The Supreme Court of Ohio is an at-will employer that seeks to attract, employ, and retain highly skilled and motivated individuals, attempts to maintain staff continuity for the efficiency of its operation, and desires to foster and maintain an ethical, professional, and impartial work environment. Pursuant to Adm. P. 4 (At-Will Employment), no person shall be offered or denied a position of employment with the Court, and no employee shall have the employee's employment terminated based upon political party affiliation, political activity permitted under Adm. P. 17 (Employee Code of Ethics), or other partisan considerations. Further, no employee shall have the employee's employment terminated with or without cause unless upon the concurrence of a majority of the Court. Application Process To be considered for this opening, candidates must apply online at www.careers.ohio.gov and attach all of the following. Formal consideration of interested applicants responding to this announcement will begin August 11, 2014 and will continue until the position is filled. 1. Complete application online 2. Complete the supplemental questions online 3. Upload a resume or CV In response to your application, this system will send you a confirmation email. Interviews will be scheduled as soon as practical. We will contact you if you are selected for an interview. Please do not duplicate your application and please, no phone inquiries. The Supreme Court of Ohio is an equal employment opportunity employer that supports an alcohol and drug free, and a weapons and violence free, work environment. All applications must clearly indicate how the Minimum Qualifications & Position Specific Minimum Qualifications, if applicable, are met. Applications that do not indicate this, will not be given consideration. *IMPORTANT NOTE: Please do not include your Social Security Number (SSN) with your on-line application and/or documentation. If attaching a document that contains your SSN, please redact (black out) SSN before attaching it to your application. The State of Ohio is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, religion, age, disability or military status in employment or the provision of services. When contacted for an interview, an applicant who requires special accommodations due to a disability should notify the office at the time he/she is contacted so that proper arrangements can be made for the interview.
