Administrative Coordinator II - Information Technology (IT)

Job Title:  Administrative Coordinator II - Information Technology (IT)

Department: Information Technology

External Hiring Range: $25.77 - $30.09

The Buncombe County IT Department's Administrative Coordinator position plays a crucial role in supporting the operations of our department, reporting directly to the Business Administrator and departmental senior leadership. This position is responsible for maintaining accurate invoicing and record-keeping, ensuring that all financial processes are handled efficiently, and assisting with external department requests and IT related purchases. 

Initially based onsite, this role has the potential to transition to a hybrid model in the future. The day-to-day tasks include inputting invoices and purchase orders (POs) into Workday, updating and maintaining various Excel spreadsheets, communicating with vendors, placing orders, and receiving items as they arrive. Additionally, the Administrative Coordinator will provide support with external department needs such as phone replacements, obtaining vendor quotes, and other IT administrative tasks as needed.

Though this position primarily focuses on administrative functions, it also requires regular coordination with various team members across the department as well as with other departments, ensuring smooth and efficient operations at all times.

This position works a 40-hour workweek from 8AM - 5PM Monday - Friday with an hour for lunch. This position works out of the County's Interchange Building at 59 Woodfin Place, Asheville NC 28801 and the selected finalist must relocate to or live within a 2-hour drive of the office.
 

Purpose of the position:

The primary purpose of this position is to provide general administrative support in a variety of areas such as, but not limited to, financial management, budget preparation, purchasing, contract administration and monitoring, personnel, general administration, and special projects.

Minimum Education, Training and/or Experience (required at time of hire): Associate degree from an accredited college or university with major coursework in related field and three (3) years of administrative support, management, or closely related experience; or equivalent combination of education or experience which provides the required knowledge, skills and abilities will be considered in meeting the minimum qualifications.

Essential Functions of the position:

• Perform administrative support functions such as compiling, posting, or recording information from a variety of sources that usually involve calculations, research, and verification of information. Functions may include completing forms, reports, questionnaires, and other similar documents.

• Coordinate, process, and record financial and budget information and transactions for the department, including requisitions, monthly purchase statements and billing payments.

• Process personnel actions that effect changes in employee status such as pay increases, transfers, promotions, and terminations; may assist with department time keeping functions including entering leave, reconciliation of payroll, and employee correspondence related to payroll matters.

• Perform administrative support work such as data entry or retrieval, creating spreadsheets, work tickets, correspondence, recordkeeping, and functions that may require interpretation, judgment and determining appropriate processes to be used.

• Interact with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints; provide information on policies and procedures; and perform other similar types of administrative support activities.

• Responsible for coordinating, research and execute assigned projects and tasks.

• Performs other related duties as assigned.

Knowledge, Skills, Abilities:

• Ability to balance priorities to accomplish assigned tasks within the required time frame and to be able to shift quickly between several tasks without loss of continuity.

• Knowledge of department’s office systems, practices, procedures, and administration.

• Knowledge of general office equipment and personal computers to include word processing, spreadsheet, and related software including advanced knowledge of Microsoft Office software.  (Specifically, Word, Excel, and Outlook) as well as the ability to stay current with emerging office technologies.

• Possess solid financial, analytical, business, and problem-solving skills. Competency to ensure proper accounting of County transactions and to assure the protection of assets through proper existence and adherence to adequate internal controls.

• Ability to effectively evaluate and process forms; verify data for accuracy, completeness, and compliance within established procedures; enter data into computer system, monitor, calculate and submit time sheets, maintain confidential files and data; identify problems and propose feasible solutions.

• Ability to type, compose and edit correspondence, memos, letters, and reports; revise schedules, forms, reports, records, and other information; prepare statistical information for use in reports.

• Ability to coordinate department schedules, appointments, projects, travel arrangements, room reservations and major events.

• Initiate and answer telephone calls; screen and direct calls; greet visitors and direct to appropriate personnel; route and distribute incoming mail and other materials; prepare outgoing mail and packages.

• Engage in meaningful and intentional professional development appropriate for areas of responsibility.

In order to uphold internal pay parity and equity, salaries are non-negotiable for new and current Buncombe County employees. All new employees are paid according to their years of relevant education and experience above minimum requirements for the position and employees have the opportunity to obtain pay increases via cost of living increases and promotions.

Buncombe County Government realizes the importance of a diverse professional workforce and the need to foster a responsive and innovative organizational culture, one that fully engages all of our employees, honoring and building on each employee's unique experiences, opinions, and perspective.

It is the policy of Buncombe County to provide equal employment opportunities (EEO) to all persons regardless of race, color, religion, sex, national origin, political affiliation, physical or mental disability, age, veteran status, genetic information, sexual orientation, gender identity or any other legally protected class under federal or NC State law. In addition, Buncombe County expressly prohibits any form of workplace harassment or discrimination.

Applicants for employment are invited to participate in the affirmative action program by reporting their status as a protected veteran or other minority. In extending this invitation, we advise you that: (a) workers (applicants) are under no obligation to respond but may do so in the future if they choose; (b) responses will remain confidential within the human resource department; and (c) responses will be used only for the necessary information to include in our affirmative action program. We are a company that values diversity. We actively encourage women, minorities, veterans and disabled employees to apply. Refusal to provide this information will have no bearing on your application and will not subject you to any adverse treatment.