Administrative Services Coordinator

•This is an internal posting open only to current City of Burlington employees.•About us: The City of Burlington Public Works Department is responsible for maintaining essential infrastructure and providing services that support the daily operations and quality of life for our community. This includes streets, solid waste, equipment services, building facilities, and cemetery & grounds maintenance. Public Works ensures safe, efficient, and reliable services through coordinated operations, strong customer service, and a commitment to continuous improvement.

What you will do:

The Administrative Services Coordinator serves as a key administrative leader within the Public Works Department, providing advanced office management and coordination across multiple divisions. This position supports operational efficiency by overseeing administrative functions, coordinating workflows, and assisting leadership with communication, reporting, and financial processes. The role works closely with the Assistant Director and Director to ensure departmental goals are met through effective organization, accurate data management, and strong internal coordination.

Expected Hiring Range:

$45,364.80 - $47,633.04. Starting salary will be commensurate with qualifications. A starting salary above the range listed may be considered for highly qualified individuals not to exceed the maximum of the grade.

Administrative Coordination & Office Operations:

Plans and prioritizes daily and weekly work to meet departmental objectives and deadlines. Coordinates office operations and workflow to ensure efficiency and accuracy. Recommends and implements minor improvements to procedures and processes. Reviews work completed by staff to ensure completeness, accuracy, and timeliness.

Communication & Executive Support:

Serves as a liaison between leadership and staff, relaying information and ensuring follow-through on assignments. Screens calls and visitors, determining appropriate actions and responses. Drafts correspondence, reports, and memoranda on behalf of leadership. Communicates effectively with internal and external stakeholders using sound judgment and discretion.

Reporting, Data & Records Management:

Collects, organizes, and prepares reports and required documentation. Maintains accurate records, including confidential and sensitive information. Ensures departmental data and statistics are properly recorded and reported.

Budget & Financial Support:

Assists with the preparation of the annual budget. Monitors expenditures and reports any issues or discrepancies. Codes invoices and supports financial tracking processes.

Payroll & Compliance Support:

Reviews payroll entries for accuracy and completeness. Assists with ensuring compliance with city policies and departmental procedures. Supports consistent application of operational guidelines and standards.

Process Improvement & Technology Utilization:

Identifies opportunities to improve processes, communication, and reporting through technology. Utilizes office systems and software to enhance efficiency and productivity.

General Duties:

Performs related administrative and operational duties as assigned to support departmental goals and initiatives.

Knowledge, Skills, and Abilities:

Strong written and verbal communication skills, with the ability to prepare clear and concise reports and correspondence. Ability to interpret policies, procedures, and operational guidelines and communicate them effectively. Proficiency in organizing, analyzing, and managing both electronic and physical data. Ability to use office technology, systems, and software to support operations. Strong attention to detail with the ability to review work for accuracy and completeness. Ability to identify and implement process improvements to increase efficiency. Ability to exercise sound judgment and maintain confidentiality.

Minimum Qualifications:

High School Diploma or GED and at least five (5) years of progressively responsible office or clerical experience; or Associate's degree in a business-related field and at least three (3) years of progressively responsible office or clerical experience; or An equivalent combination of education and experience.

Special Requirements:

Valid North Carolina Driver's License Certification as a Notary Public, or the ability to obtain certification within six (6) months of employment

Physical Requirements and Working Conditions:

Work in this class is described as being sedentary and seldom requires much physical exertion to complete tasks. Work typically involves the ability to physically perform the basic life operational functions of walking, fingering, grasping, feeling, talking, hearing and repetitive motions. Work necessitates visual acuity to determine the accuracy, neatness, and thoroughness of work assigned in preparing and analyzing figures, accounting, transcription, computer terminal viewing and extensive reading. Working conditions include inside environmental conditions.

FLSA Status:

Non-Exempt Inclement Weather Classification:

Essential