High-Level Administrative Coordinator | $20/hr | Temp-to-Hire

High-Level Administrative Coordinator – City Department

Pay Rate: $20.00 per hour
Position Type: Long-Term Temp-to-Hire
Schedule: Full-Time
Start Date: Immediate

Position Overview

Our client, a local City department, is seeking an experienced and highly dependable High-Level Administrative Coordinator to provide administrative support to approximately 11 managers across multiple City departments.

This is an excellent opportunity for an experienced administrative professional who can hit the ground running, work independently with minimal training, and confidently manage multiple priorities in a fast-paced, process-driven environment.

The ideal candidate will be highly organized, personable, professional, and comfortable working both independently and as part of a team. This position will have significant interaction with managers, employees, vendors, and various City departments, with a strong focus on Finance, Purchasing, and IT support.

Key Responsibilities

• Provide high-level administrative support to approximately 11 managers across multiple City departments.

• Serve as a professional and approachable point of contact for internal and external customers.

• Process and verify financial and purchasing transactions, including purchase orders, purchase requisitions, invoices, service orders, and check requests.

• Assist with purchasing, ordering, tracking, and maintaining records for department supplies, equipment, and services.

• Handle IT-related ordering and requests through the City's ticketing system and ensure requests are properly tracked and followed through.

• Create, update, and maintain spreadsheets, reports, databases, and other administrative records.

• Gather, compile, and organize information for reports, projects, and departmental needs.

• Schedule and coordinate meetings, appointments, interviews, training sessions, and conference rooms.

• Conduct and coordinate meetings, including preparing agendas, materials, and meeting documentation.

• Assist with planning and coordinating department functions, events, and programs.

• Create and distribute flyers, notices, invitations, forms, and other departmental communications.

• Prepare, proofread, and edit letters, memos, reports, forms, and other professional documents.

• Organize and maintain electronic and physical filing systems.

• Maintain departmental records, inventories, manuals, procedures, calendars, and reference materials.

• Assist with Public Records Requests and compile information and documentation as needed.

• Coordinate with IT and other City departments regarding service, maintenance, equipment, and administrative requests.

• Assist with personnel documentation, timekeeping, and other departmental administrative processes.

• Manage multiple assignments and deadlines while maintaining accuracy and attention to detail.

• Perform other related duties as assigned.

Required Qualifications

• Minimum of 5 years of administrative or administrative support experience.

• Experience supporting managers, supervisors, or multiple departments.

• Ability to work independently with minimal supervision and training.

• Strong organizational and time-management skills.

• Experience with purchasing, purchase orders, invoices, financial documentation, or similar administrative functions.

• Strong computer skills, including Microsoft Office, Excel, Word, Outlook, and electronic calendars.

• Ability to learn and navigate electronic ticketing, database, document management, and other administrative systems.

• Excellent written and verbal communication skills.

• Ability to conduct and coordinate meetings professionally.

• Strong attention to detail and accuracy.

• Ability to handle confidential and sensitive information appropriately.

Ideal Candidate

The City is looking for someone who is responsible, dependable, outgoing, and personable, with the confidence and experience to step into a busy administrative environment and immediately become a valuable resource.

The ideal candidate will be:

• Highly organized and process-driven

• Comfortable working independently and making decisions within established procedures

• Professional and confident when communicating with managers, employees, vendors, and the public

• Comfortable working with a variety of personalities and departments

• Able to manage multiple priorities and deadlines

• Adaptable and able to learn established processes quickly

• Receptive to feedback and able to handle challenging situations professionally

• Able to communicate effectively without taking constructive feedback or difficult interactions personally

• Proactive and able to identify solutions rather than waiting for constant direction

• Dependable, accountable, and committed to completing tasks accurately and on time

Position Details

Pay: $20.00/hour
Schedule: Full-Time
Position: Long-Term Temp-to-Hire
Start: Immediate

If you are an experienced administrative professional who can hit the ground running, work independently, support multiple managers, and confidently manage finance, purchasing, IT, meetings, and day-to-day administrative responsibilities, we encourage you to apply!

IND22

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