TOWN OF APEX
invites applications for the position of:
ADMINISTRATIVE COORDINATOR- 30 hours/week with benefits

ABOUT THIS POSITION:
Expected Hiring Rate: $24.88-$30.48/HR
Location: Apex Police Department; 205 Saunders Street
Schedule: Monday-Friday 8am-5pm
Posting Closing Date: Open until filled; Application review process will begin December 27, 2022

ABOUT THE DEPARTMENT:
Known as "The Peak of Good Living, the Town of Apex is a rapidly growing Wake County municipality with a current population of 70,000 and was ranked in 2015 as Money Magazine's Best Place to Live in America. Our current workforce is comprised of over 540 full-time employees and over 125 part-time/seasonal staff. Our Human Resources Department - with the support and confidence of Town leadership - is committed to providing best-in-class HR programs for our employees, with a mission to create a culture of empowerment and accountability that maximizes individual and organizational potential. We offer a generous benefits package and have a highly competitive compensation program. More than that, the Town is an awesome place to work, as evidenced by the 96% job satisfaction rating received in the last employee opinion survey conducted with our employees.

WHAT YOU WILL BE DOING (DESCRIPTION):

The Administrative Coordinator is a member of the Office of Chief of Police, providing support in a wide variety of high-level administrative and office management responsibilities. The position reports to and works alongside the full-time Administrative Coordinator, assisting with administrative support, recordkeeping, payroll and office management duties. Work requires understanding of the departmental services and their relationship to the total Town's operations. Sound judgment is required in performing the tasks and expected to be completed with minimal supervision.

A SAMPLE OF THE ESSENTIALS (DUTIES & TASKS):

• Serves as assistant in the Office of the Chief of Police.
• Composes, prepares and proofreads confidential correspondence, reports, and other complex documents.
• Researches and prepares a variety of department specific records and reports; maintains a variety of spreadsheets and databases in support of departmental programs; completes studies and benchmarking reports.
• Arranges for department team meetings and events by scheduling rooms, notifying participants, preparing agendas from notes and brief instructions, and ensuring that information is compiled and duplicated; arranges for food and beverages as appropriate;
• Attends meetings as assigned; takes and transcribes dictation; types, assembles, and distributes meeting agendas, takes and prepares summary or action minutes, reports, manuals, and other materials of such meetings; maintains records.
• Creates and distributes departmental communication pieces in a variety of methods – videos, flyers, Power Point presentations, etc.
• Provides administrative support to department, such as copying and faxing materials. Receives and screens mail, documents and other materials and routes to appropriate staff.
• Purchases and procures equipment, supplies, and materials for the department; handles contract files for a variety of projects; prepares invoices and approves for payment; Completes procurement card transactions and submits receipts on behalf of department staff.
• Assists in budget preparation and maintains records of purchase orders, payroll, expense statements, and other fiscal transactions.
• Handles public requests for services or information with limited review and based on program and policy knowledge; often resolves problems or complaints without management's assistance.
• Serves as administrator for departmental on-line registration and database programs; troubleshoots issues with registration and database; trains staff on issues; issues passwords; fixes issues with system where possible or works with software provider.
• Processes timesheets for departmental staff.
• Coordinates and writes council agenda items.

Additional Job Duties:

• Serves as backup to other professional and administrative staff as needed.
• May plan and assign work of office staff and updates staff and management on issues.
• Performs related duties as required.

WHAT YOU'LL NEED (MINIMUM MUST-HAVES):

Graduation from a community college supplemented by various courses in related information technology and considerable office management experience including experience at an advanced journey level; or an equivalent combination of training and experience.

WITH THE ABILITY TO...(KNOWLEDGE, SKILLS AND ABILITIES):

• Thorough knowledge of modern office practices and procedures.
• Thorough knowledge and ability to use correct grammar, vocabulary, and spelling.
• Thorough knowledge of maintaining public records.
• Thorough knowledge of cash collection and payment procedures.
• Considerable knowledge of Town departments, their functions, and operations.
• Considerable knowledge of office technology including word processing, database management, spreadsheet design and usage, specialized departmental software, and other related resources.
• Skill in internal and external customer service excellence, problem-solving, teamwork and collaborative conflict resolution.
• Ability to plan and organize work for efficient processing, set and follow effective work priorities and meet established deadlines.
• Ability to handle multiple priorities utilizing sound judgment and based on knowledge of departmental issues and needs.
• Ability to communicate effectively in person, by telephone, and through written media.
• Ability to gather, synthesize and compile technical information on departmental programs and create well organized documents.
• Ability to enter data accurately and at the speed required by the position and to proof own work.
• Ability to arrange and place records, reports and files into a proper sequence and develop computerized or paper systems for easy retrieval and storage of departmental records.
• Ability to operate any office machines required by the position such as computer, calculator, printers, plotters, scanner, fax or other equipment.
• Ability to establish and maintain effective working relationships with the general public, supervisor, Town officials, and employees.

WHAT WOULD SET YOU APART (PREFERRED QUALIFICATIONS):
In addition to the must-haves listed above, it would be great if you happen to have:

• Valid state-issued drivers license.
• Notary preferred.
• Experience with payroll and FLSA rules
• Experience working in a law enforcement setting
• Experience working in a municipal setting

PHYSICAL REQUIREMENTS:

• Employees may sit frequently or most of the time, may stand sometimes and may walk frequently or most of the time.
• Ability to convey detailed or important instructions to others accurately, loudly or quickly.
• Standard vision requirements.
• Standard Hearing Requirements - hear information at normal spoken word levels.
• Lift up to 10lbs frequently or most of the time.

WHAT WE OFFER:
Not only is the Town "The Peak of Good Living", but it's also a great place to work! We strive to "reach the peak" of being an employer of choice by providing competitive salaries and excellent benefits, including:

• Paid medical, dental, vision, & life insurance for employees
• Contributions to the NC Local Government Pension and NC401k Retirement Plans
• Traditional sick & vacation leave
• Paid parental, caregiver, community involvement, and bereavement leave
• 13 paid holidays plus an additional floating holiday
• Longevity pay
• Tuition assistance
• Expansive wellness program, and more!

KEEP IN MIND:
Providing a safe work environment for our employees is a top priority, therefore all new hires must successfully complete a pre-employment drug test, post-offer functional testing (if required by position), background verifications including references, criminal record, finger printing (if required by position) and driver's license check prior to employment.

The Town of Apex provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability, political affiliation or marital status, veteran status, or genetic information.