Office Coordinator - Controller / Administrator's Office

Description A hybrid schedule may be considered after six months, contingent upon demonstrated proficiency and comfort in the role. Under the supervision of the Controller/Administrator, or designee, provides high-level administrative and office coordination support to the Controller/Administrator's Office. Coordinates meeting schedules, meeting materials, minutes, records, contracts, invoices, financial transactions, payroll and personnel actions, correspondence, and special projects. Serves as an administrative liaison with County departments, elected and appointed officials, vendors, partner agencies, and the public. The position requires discretion, sound judgment, attention to detail, and the ability to manage multiple priorities and deadlines involving confidential and time-sensitive information. ## Essential Functions Provides confidential administrative support to the Controller/Administrator and assigned leadership staff. Prepares and formats correspondence, resolutions, memoranda, reports, surveys, presentations, forms, and other documents. Proofreads and edits materials for accuracy, completeness, and consistency. Coordinates calendars, appointments, meetings, deadlines, and administrative workflow for the Controller/Administrator's Office. Schedules meeting rooms and external locations, arranges virtual meeting access, and coordinates equipment, software, and auxiliary aids or services when needed. Provides administrative support for meetings as assigned. At the direction of the Controller/Administrator or designee, collects, formats, assembles, copies, and distributes supporting materials within established deadlines. Attends meetings as assigned; records, transcribes, and distributes accurate meeting minutes; maintains meeting records; and follows up on action items, assignments, and deadlines. Prepares and maintains the annual schedule for Board of Commissioners meetings, liaison committee meetings, and assigned boards and commissions in cooperation with the Board of Commissioners' Office as necessary. Monitors schedule changes and communicates updates to affected participants. Monitors office projects and administrative deadlines, maintains tracking systems, follows up with responsible parties, and keeps the Controller/Administrator informed of progress, outstanding items, and issues requiring attention. Coordinates the execution and tracking of contracts and amendments. Maintains contract files and tracking records; monitors contract terms, scope, authorized amounts, and payment status; and coordinates with County departments, County Attorney, the Board of Commissioners Office, vendors, and other parties as needed. Reviews departmental invoices and processes invoices for the Controller/Administrator's Office and Finance & Budget Office, maintains supporting records, and assists with tracking expenditures and financial activity. Acts as procurement card site coordinator for the Controller/Administrator's Office. Maintains required records, assists users with established procedures, and supports reconciliation and compliance activities in accordance with County policy. Serves as reviewer of the biweekly payroll information for the Controller/Administrator's Office and processes personnel action requests and related documentation. Coordinates with Human Resources and the Finance & Budget Office and maintains the confidentiality of personnel and payroll information. Provides administrative support as assigned. Assists with grant applications, mailings, document preparation, and special projects. Researches issues and gathers information for the Controller/Administrator. Organizes and summarizes information, prepares reports and charts, and provides preliminary analysis to the Controller/Administrator on C