Administrative Services Coordinator Description

About Marin Housing Authority / Careers

Established: June 25, 2002

Revised: April 2005

Revised: March 16, 2021

Definition

Under general supervision, provides technical and/or paraprofessional and administrative support within the agency's administrative services unit; provides customer support for computer applications by installing hardware, software and peripherals and advising staff on use; oversees and performs duties associated with agency-wide purchasing and inventory control; assists with general administrative functions such as risk management, insurance, safety and performs other related work as required.

Supervision Received and Exercised

Receives general supervision from Deputy Director or Manager of Administrative Services.

Class Characteristics

This is the specialist journey level class that provides administrative support to management and oversight of administrative functions within a specialty area. Incumbents in this class serve as the contact person for the agency in the assigned areas of computer assistance and purchasing. Incumbents assist in providing training. resolving end-user problems with computer hardware, software and network applications or serves as the agency's purchasing agent through oversight of purchasing processes while adhering to all procurement policies and regulations. These positions also provide support in administrative services projects under the direction of management or executive staff. This class is distinguished from support classes by the requirement of specialty knowledge within an operational and administrative support function providing services to programs agency-wide.

Example of Duties (Illustrative Only)

Technical Services

• Assists staff in the most effective use of hardware and related business, financial and administrative applications; schedules trainings as needed; and provides technical support through identifying, researching and resolving issues; contacts the appropriate vendor or supervisor when needed, assists in corrective actions.
• Assists with configuring of server and setting up e-mail accounts; monitoring of system security logs to detect viruses; executes backup and recovery procedures for agency computer systems.
• Installs agency-specific software, helps with maintaining local area and wide area networks and Internet access. May also be involved in relocation of hardware and peripherals that are important to the operation of the business from desk phones to printers and computers.
• Provides a variety of technical support services, such as document scanning and digital imaging as assigned.
• Works and communicates with IT lead to help coordinate any onsite needs from basic troubleshooting to connecting a network cable, printer or scanner.
• Manages and works with software protocol; perfonns accurate data updates, data validation and data verification.
• Assists in the disposition of Surplus computer materials, equipment and furniture.
• Provides a variety of technical support to agency risk management and insurance programs.

Purchasing

• Assists in the management and implementation of a centralized purchasing system by preparing standard specifications and requests for proposal; obtains written or telephone quotations for materials, equipment, supplies and services for individual purchases and annual contracts; issues and maintains a record of purchase orders.
• Initiates purchase orders and maintains inventories of supplies and equipment and implement the agency's purchasing and inventory control program.
• Inspects materials, supplies, furniture and equipment upon delivery; verifies shipment against requisitions and packing lists; follows-up with the vendor or supplier if shipments are incomplete, damaged or do not meet specifications.
• Develops and maintains a database for control and management of an ongoing inventory of supplies and materials and for the identification and monitoring of capital equipment purchase, depreciation and disposal.
• Coordinates and performs annual physical inventory of agency assets and assists in the disposition of surplus materials, equipment and furniture. 

Administrative Support

• Learns and provides a variety of administrative and technical support to agency accounting, risk management, insurance, and personnel programs.
• Researches and assembles information from a variety of sources for the preparation of reports or completion of forms; uses spreadsheets and makes arithmetic and statistical calculations.
• Maintains accurate files and records related to assigned functions; prepares periodic or special reports as required.
• Perform other related work as assigned. 

Qualifications

Knowledge of:

• Operating principles and practices of computer desktop hardware and software and the terminology, methods, techniques and practices of the operation and maintenance of network and personal computer hardware and software.
• Basic principles and practices of public agency purchasing, inventory control and contract administration, bookkeeping accounting practices.
• Applicable Housing Authority laws, codes and regulations.
• Business arithmetic and basic statistical techniques.
• Techniques for dealing effectively with the public and agency staff, in person and over the phone.
• Computer software and programs associated with specific Marin Housing Authority programs, databases, and report development.
• Standard office practices and procedures and the use of standard equipment and computer technology.
• Records management principles and practices. 

Skill in:

• Installing, maintaining and troubleshooting various hardware, sofiware, operating systems, memory and databases as assigned.
• Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment.
• Interpreting, applying and explaining administrative policies and procedures to staff.
• Preparing clear and concise documents, reports, correspondence and other written materials.
• Communicating effectively both verbally and in writing; working collaboratively with IT team and staff to assure the provision of comprehensive and coordinated administrative services.
• Effectively representing the department and the agency with vendors, contractors and agency staff at all levels.
• Making accurate arithmetic and statistical calculations and using sound independent judgment within making decisions regarding procedural guidelines.
• Operating standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Communicating effectively, including speaking, writing and active listening. Clearly stating the situation, following through with emails and phone calls and sharing resolutions to make the process flow smoothly. 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from high school with supplemental technical or business school training and four years of experience in administrative operations which may include computer support, purchasing, and/or general clerical experience.

College or technical school coursework in a related curriculum is desirable and may be substituted for the experience on a year-for-year basis to a maximum of two years. Experience in a public agency setting is desirable. 

License:

Some assignments may require possession of a valid California class C driver's license and have a satisfactory driving record.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to operate tools or computer controls; and to reach with hands and arms. The employee must occasionally lift and/or ‘move up 25 to 40 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels with off-site visits to various agency sites as needed.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.