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Administrative Support Coordinator
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City of Baldwin
Baldwin, GA (In Person)
$45,327 Salary, Full-Time
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Job Description
To apply for this position, please visit the City of Baldwin employment page at Jobs (List) | City of Baldwin, Ga. and follow the application instructions included in the job posting. Resumes submitted through Indeed will not be accepted. Position Summary The Administrative Support Coordinator provides high-level administrative and operational support to the City Manager and City Hall staff. This position coordinates office operations, manages communications and scheduling, prepares correspondence and reports, maintains records, supports meetings and public inquiries, and helps ensure efficient delivery of administrative services. The role requires professionalism, discretion, sound judgment, and the ability to manage multiple priorities in a public-sector environment. Essential Duties and Responsibilities
- Provide direct administrative support to the City Manager, including scheduling, correspondence, document preparation, meeting coordination, and follow-up on assigned tasks.
- Answer incoming calls, screen and route calls appropriately, respond to routine questions, and provide courteous assistance to residents, vendors, elected officials, and staff.
- Greet visitors and assist customers with general City Hall questions, forms, directions, and service information.
- Manage routine website updates, including posting approved notices, announcements, forms, agendas, events, and departmental information.
- Place orders for office supplies, equipment, materials, and approved City Hall needs; coordinate with vendors and staff to ensure timely receipt of items.
- Prepare, proofread, organize, and distribute letters, memos, reports, agendas, forms, presentations, and other documents as assigned.
- Track assignments, deadlines, requests, and follow-up items for the City Manager's office.
- Assist with special projects, public communications, research, records organization, and coordination with department heads as needed.
- Assist the Finance Director and finance staff with routine administrative tasks, filing, data entry, document organization, and customer service support.
- Gather, scan, copy, route, and maintain records related to purchasing, invoices, receipts, deposits, and other finance-related documentation.
- Route finance-related inquiries to the appropriate staff member and provide basic assistance when appropriate.
- Support purchasing and ordering processes by preparing documentation, maintaining order records, and following City procedures.
- Assist the City Clerk with records management, document preparation, filing, notices, meeting materials, and public information requests as directed.
- Help prepare and organize materials for meetings, hearings, boards, committees, or other City functions.
- Maintain confidentiality and accuracy when handling official records, personnel information, financial documentation, and other sensitive administrative documents.
- Support front counter coverage during busy periods, absences, or special circumstances.
- Maintain a professional, helpful, and service-oriented environment for the public and staff.
- Perform related duties as assigned. Minimum Qualifications
- High school diploma or equivalent required; associate degree in public administration, business administration, office management, or a related field preferred.
- Three years of progressively responsible administrative support, executive support, or office coordination experience required; experience in local government or a public-sector setting preferred.
- Strong proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
- Ability to prepare professional correspondence, reports, and meeting materials with a high level of accuracy.
- Ability to organize work, meet deadlines, and manage multiple tasks with minimal supervision.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound judgment in dealing with sensitive matters.
- Valid driver's license may be required depending on city needs.