Administrative Services Coordinator presso Ada County, ID

About the Department

Ada County is a great place to work! We have more than 2000 employees dedicated to enhancing our community’s quality of life. Our Juvenile Services team is growing, and this is an excellent opportunity to be a part of taking this team to the next level.

We offer a competitive Total Rewards package that increases your base salary by approximately 40%, including:

• Excellent medical, dental, and vision insurance
• Generous vacation and sick leave starting on day one
• 11 paid holidays annually
• Participation in one of the nation’s best state retirement systems, with 11.96% employer contribution
• 457(b) deferred compensation plan with up to 3% county match, plus a 401(k)
• Paid parental leave, life insurance, and robust wellness programs
• Ongoing training opportunities and career pathing

OUR VISION
Inspiring hope for the future

OUR VALUES

• Caring - We care about the work we do, the individuals we serve and the people we work with.
• Authentic - We value our individual strengths and unique passions, and we play to the strengths of others.
• Positive - We look for the good and we bring energy and enthusiasm to our work.
• Present - We choose to be here, and we listen actively and with respect.
  
  

Learn more about Ada County Juvenile Services by visiting their website. Ada County Juvenile Services

Required:  Applicants must submit updated resume and cover letter to be considered for this position.


POSITION GENERAL SUMMARY:
The Administrative Services Coordinator provides high-level administrative and operational support to the Director and Juvenile Services. This role has a strong focus on communication assistance, contributing to initiatives and campaigns that promote the Juvenile Services department mission, internally and externally, which includes assisting with planning, coordinating, creating and distributing communication materials through a variety of platforms including social media. This position serves as a key resource in coordinating various office support functions including calendaring, scheduling, meeting support, proofreading documents for the director or as assigned, file maintenance, supply management, and other related tasks. This job will also assist the director in presentation development for conferences and trainings. This position supports special projects and cross-departmental collaboration as assigned including but not limited to data reports, training, and policy and procedure review/development.

DISTINGUISHING FEATURES
This position is an advanced administrative position for those with experience in and looking to work closely with Director of Juvenile Services to support projects and daily activities that support the Juvenile Services mission. The work requires the exercise of good judgment and initiative in the application of prescribed procedures and methods to routine clerical functions, along with varied and moderately complex administrative work to provide support across multiple divisions of the department. This position reports to the Director and works with Juvenile Support Services Division staff to support Detention, Probation, Programs, The Bridge and Support Center Divisions. The incumbent performs work under general supervision of the Director, however, should be self-motivated and able to initiate and complete job tasks with minimal oversight, and uses organizational and prioritization skills to ensure timely support, smooth operations, and effectiveness of communication.

Position Duties

• Provides direct administrative and clerical support to the Juvenile Services Director, and other department leadership and support services personnel as requested;
• Provides support and coordination for administrative or operational activities across Juvenile divisions, demonstrating initiative to ensure logistics are aligned with project objectives with organizational goals;
• Facilitates effective communication and information-sharing for cohesion, alignment, and collaboration between divisions;
• Provides internal and external communication and marketing support including but not limited to: Composing and/or distributing social media posts, mass e-mails, public education messages, public service announcements, newsletter articles, bulletins, reports, special notices, and correspondence;
• Maintains intranet and internet websites;
• Organizes and coordinates office functions such as meetings, employee recognition events,
• Schedules meetings and conference rooms, updates and coordinates calendars, attend meetings and take notes for the Director, assists with meeting set up and clean-up, and creates meeting agendas;
• Resolves inquiries from individuals in person, by telephone, and via correspondence; Provides information to the public and employees regarding county services, programs, and procedures;
• Creates presentations for use by the Director, Department Managers, and support services;
• Helps resolve Public Information Requests;
• Researches and obtains key information for special project reports as requested;
• Makes travel arrangements and processes registrations and travel-related paperwork;
• Prepares and handles correspondence of a sensitive and confidential nature;
• Proofreads material for accuracy, completeness and punctuation;
• Tracks and reports on asset inventory;
• Composes, types, and disseminates correspondence, reports, records, and other information;
• Generates reports and labels;
• Maintains office files, indices, lists, or records;
• Creates and processes requests for service.

ADDITIONAL FUNCTIONS 

• Cross-trains with and assists other administrative support staff as needed; 
• Assists with special projects as requested;
• May act as back up to other administrative or accounting support positions across Juvenile Services;
• Works with Training Project Manager on assisting with coordination of trainings;
• Works with Ada County Communications Manager as directed by Juvenile Services Director;
• Monitors, gives tours, and escorts visitors per security requirements;
• Operates standard office equipment including telephones, computers, etc.;
• Performs related functions as required.

Minimum Qualifications

• High school diploma or equivalent required; Bachelor’s degree from an accredited university in Public Administration, Business Management, or related field, or equivalent combination of education and experience, strongly preferred;
• Three years of previous administrative support experience required;
• Experience or exposure with communication, marketing, or related field preferred;
• Knowledge of how to disseminate information through various sources such as newsletters, social media, etc. 
• Knowledge of office terminology, practices, procedures, and equipment; 
• Knowledge of telephone etiquette; 
• Knowledge of basic business arithmetic; 
• Knowledge of administrative computer technology, social media platforms, desktop publishing, and electronic communication technology;
• Knowledge of media practices and policies; 
• Skill in coordinating and prioritizing multiple requests from co-workers and managers;
• Skill with communication and interpersonal skills, including the ability to provide excellent customer service;
• Skill in applying English grammar, spelling, and punctuation;
• Skill in the use of a personal computer and Microsoft Office Suite software; experience in design software and video-edited preferred;
• Ability to take initiative and apply a proactive approach to identify and address administrative or project coordination challenges;
• Ability to adapt to changing business needs and conditions;
• Ability to ensure effective and adequate flow of information with project stakeholders;
• Ability to effectively plan, organize, and analyze planning projects;
• Ability to establish and maintain records systems; 
• Ability to compile data and information for reports and compose letters and memoranda;
• Ability to communicate effectively verbally and in writing;
• Ability to maintain confidentiality;
• Ability to type documents and correspondence at 45 words per minute or better with accuracy;
• Ability to review and proofread documents for accuracy and completeness;
• Ability to establish and maintain effective working relationships with co-workers, managers, and the general public;
• Ability to work as a member of a team to accomplish division and department goals;
• Ability to work under own initiative.

Other Qualifications

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
• May be required to lift up to 20 pounds;
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

DISCLAIMER:
To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran’s Preference for all County jobs except for those deemed “key positions” in accordance with Title 65, Chapter 5 of Idaho Code.

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