Agenda Coordinator

Bachelor's degree in Business Administration, Public Administration, Social Science or related field and one year of administrative work experience; or any equivalent combination of related training and experience.

 Position Summary: This is responsible complex administrative work coordinating the agenda process for Alachua County and providing administrative support to the County Manager's Office.

The incumbent assigned to this position is responsible for performing complex and varied administrative work, providing guidance and recommendations of the agenda management process. The incumbent is responsible for directing the agenda coordination processes by exercising sound judgment, excellent organizational and decision making skills and focusing on quality customer service.

 

Work is performed independently under the general direction of a higher level supervisor and is reviewed through reports, conferences and observation of results obtained.

COMPETENCIES:

Exudes a positive customer service focus.

 

Advocates building organizational culture through aligning core values including: integrity, honesty, respect, diversity, innovation, accountability and communication.

 

Coordinates the agenda process including recommending and developing work procedures and schedules, reviewing agenda materials and documents, updating and maintaining standard operating procedures and providing software training.

Provides administrative support for the Communications Office and County Manager’s Office including completing and processing Travel Request Authorization Forms; hotel / rental car reservations; conference registrations; mileage/meal/expense estimates; Travel Reimbursement Request Forms; Coordinating/scheduling meetings; and editing/proofreading/preparing reports, documents and correspondence.

Provides excellent customer service by phone and in person.

Establishes and maintains filing systems; classifies and codes materials for filing or data entry; locates and retrieves files and runs reports as required.

Prepares correspondence, reports, and forms. Takes and transcribes minutes.

Opens, sorts and distributes incoming office/departmental mail; collects, seals and stamps outgoing mail.

Ensures that notices, memoranda, directives and related material are properly distributed.

Responsible to publicly notice Commission and Advisory Board meetings.

Manages Downtown Parking including data entry into SW Parking Garage software and issuing parking sticker/dashboard decals and parking cards.

Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records associated with the agenda process.

Independently coordinates, schedules, researches, interprets, and develops routine and non-routine projects assigned by the County Manager, or designee.

 

Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.

NOTE: These examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

Practical knowledge and understanding of standard operating procedures, agenda process and policies applicable to local governments.

Practical knowledge of modern office practices and procedures; business English/ vocabulary, grammar, punctuation, spelling and mathematics.

Ability to understand and ensure compliance with county regulations, policies and standard operating procedures.

Ability to analyze situations quickly and accurately and respond with an appropriate course of action.

Ability to proofread and make appropriate changes to documents and correspondence.

Ability to understand and ensure compliance with laws, rules and regulations governing all types of governmental activities.

Ability to effectively communicate, both orally and in writing; including presentations and the preparation of written reports and memoranda.

Ability to establish and maintain effective working relationships with employees, supervisors, government agencies and the general public.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to reach and be mobile.

Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus associated with the constant use of computer monitors.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.