Administrative Coordinator (Finance Department) at City of Pittsburg, CA

About the Department

The City of Pittsburg is seeking a motivated and detail-oriented Administrative Coordinator to provide critical administrative, financial, and project support in the Finance Department. The successful candidate should be highly organized, solutions-driven, and skilled at balancing multiple priorities. They should bring a combination of financial, administrative, and project management expertise, paired with a commitment to customer service, teamwork, and professionalism.

Key Responsibilities of the Administrative Coordinator include:

• Budget & Finance: Participate in the development, preparation, and monitoring of departmental budgets; track expenditures; prepare estimates, reports, and financial documents; resolve discrepancies; general billing and reconciling cash payments; grant management of designated City programs.
• General Liability Claims Processing: Manage the intake, review, and tracking of general liability claims filed against the City, ensuring compliance with state and municipal requirements and other related duties.
• Tracking Developer Deposits: Establish and maintain developer deposit accounts, ensuring accurate financial records within the City’s financial system and other related tasks.
• Administrative Support: Coordinate critical projects, workflow improvements, and office systems; provide data analysis; recommend and implement improved procedures; manage well-defined programs independently.
• Research & Reporting: Conduct project research and prepare periodic reports; assist staff with departmental policies, procedures, and recordkeeping.
• Records & Documentation: Prepare reports, forms, presentations, and maintain official department records; process records requests.
• Customer Service: Respond to public and staff inquiries; provide information about department services.
• Representation & Teamwork: Represent the City with professionalism, integrity, and a spirit of collaboration; foster an inclusive, service-oriented work environment; maintain positive working relationships with staff, City employees, and the community.

 An ideal candidate for Administrative Coordinator possesses the following:

• The ability to communicate effectively orally and in writing. 
• Establish and maintain cooperative and effective relationships with those contacted in the course of the work. 
• Great customer service skills on the phone, in person, and in writing.
• Possess exceptional management and organizational abilities to adhere to time sensitive situations and meet deadlines.
• Great interpersonal skills and ability to work collaboratively with other City Departments/Divisions, other governmental agencies, community organizations and the public.
• Desktop computer applications related to the work such as Word, Excel, Outlook and other related programs and systems such as OnBase, and Tyler Munis.
• Relevant office skills to use a variety of equipment such as computers, fax, and software programs.
• Excellent writing skills to take meeting minutes, draft correspondences, proofread/edit staff reports, prepare and publish public notices and other items.
• Ability to manage department webpages to provide up-to-date information 
• May be available to able to attend committee, board/commission meetings after normal business hours
• Able to work in a team environment.

Position Duties

Duties include but are not limited to the following:

• Participate in the development and preparation of budgets; compile data, monitor assigned budgets, track expenditures, grant management, ensure department remains within approved budget allocations; prepare and transmit a variety of financial documents; prepare estimates of fees, utilize software applications for payment, verify receipt of materials and resolve discrepancies.
• Coordinate specific and critical administrative support projects, systems, workflow, work simplification and improvement in efficiency; provide data analysis, develop and implement improved office and departmental procedures; act independently in completing basic studies, oversee well-defined programs, projects and provide expert assistance to staff.
• Monitor financial deposits made by developers for projects requiring City review, inspection, or services; track expenditures against developer deposits.
• Receive, review, and log all incoming liability claims filed against the City; ensure claims are complete and comply with Government Code requirements before forwarding to the City’s claims administrator or legal counsel; maintain claims database and tracking systems to ensure accurate and up-to-date records.
• Perform project research and report preparation related to the activities of the department; prepare and update a variety of periodic reports; provide assistance to staff on departmental issues such as policies, procedures, operations and record keeping.
• Prepare, draft, and finalize staff reports for City Council; prepare and assemble board/commission/team agenda packets; ensure proper timelines are met; and disseminate critical information; attend committee, board/commission and other meetings; prepare minutes; public notices for media print; coordinate meetings.
• Prepare a wide variety of reports, forms, permits, presentations, and other documents; processes and maintain official records for department, and process records requests
• Respond to questions and inquiries from the public, contractors, professional staff regarding department projects; supplies information concerning fees, permits, legal requirements, procedures and services provided by department.
• Represent the City with dignity, integrity, and the spirit of cooperation in all relations with staff and the public. 
• Foster an environment that embraces integrity, service, inclusion and collaboration.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Perform related duties as assigned.

Minimum Qualifications

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge and abilities would be:

Education:  Possession of the equivalent to an associate’s degree from an accredited college or university with major coursework in business or another field of study applicable to the responsibilities and requirements of this job class.

Experience:  Two years of progressively responsible experience performing administrative or technical support in Finance/Accounting field.

Special Requirements:  Possession at the time of hire and continued maintenance of a valid California Class C driver’s license is required.

Other Requirements:  Physically and mentally capable of performing the functions of the job, including but not limited to those summarized in Example of Duties. 

• Standard office administrative practices and procedures, including the use of standard office equipment.
• Codes, policies, regulations, procedures, laws, statutes and municipal codes related to the department to which assigned.
• Computer applications, electronics and equipment related to the work.
• Business arithmetic and basic statistical techniques; basic budgeting theories and principles; records management principles and practices as required by the Brown Act.
• Techniques for dealing effectively with the public and City staff, in person and over the telephone
• Principles of work simplification, office layout, forms design and records management; administrative and budget analysis techniques. 
• Principles and practices of business and public administration; statistical analyses and various methods of presentation.
• Data processing systems as related to administrative analysis.
• Basic techniques and methods of supervision.
• Standard and accepted English usage, spelling, punctuation, and grammar.

• Work independently or collaboratively with others to formulate and achieve common goals.
• Perform specialized and complex office administrative work requiring the use of independent judgment.
• Interpret and implement policies; analyze and resolve administrative and procedural problems.
• Perform basic research and prepare reports and recommendations.
• Oversee projects and/or supervise others, monitor and evaluate the work of staff.
• Coordinate projects and follow up on assignments with minimal direction.
• Establish and maintain cooperative and effective relationships with those contacted in the course of work
• Prepare statistical and administrative reports. 
• Maintain outstanding communication skills with the ability to clearly and concisely communicate both orally and in writing.
• Exercise sound judgment, initiative, flexibility, creativity and sensitivity in response to changing situation and needs. 

Other Qualifications

Applications should be submitted online at https://www.governmentjobs.com/careers/pittsburg. The City of Pittsburg utilizes a merit-based selection system. Such a system is competitive and based on broad outreach efforts and equal opportunity for qualified applicants to take part in a process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position. Although, a resume and cover letter provide helpful added detail in reviewing qualifications, the job application may be rejected if the sections are considered to be incomplete. You will be notified of the next steps in the process via email! In the meantime, Let’s stay in touch through social media. Follow us on LinkedIn, Instagram and Facebook.

What Happens Next? 

• We will review your application and all supplemental materials to select the best qualified applicants to continue in the process. Screening will include a review of qualifications, application appraisal rating of education, training and experience and relevance of background qualifications related to the target job as well as supplemental questions if applicable.
• Applicants selected to move forward in the process may be asked to participate in any combination of the following (at any phase of the selection process): a written examination, job related exercise, physical test or job simulation, phone interview, in-person or video interview(s), and/or web-based testing.
• All offers of employment are conditional and new hires are subject to complete a pre-employment background screening that will consist of reference checks, livescan/fingerprint check and a civil check.  Some positions require a medical examination, psychological examination, credit check, polygraph, drug testing, and full background investigation depending on the job characteristics.  All new hires are required to show that they are eligible to work in the United States.   All of these processes must be successfully completed before employment begins.
• The final phase of the selection process is the probationary period, which in most cases is twelve months.