Administrative Coordinator (Level V Admin)

Summary Statement

Join us and play a key role in supporting department leadership through advanced, executive-level administrative expertise. In this position, you’ll perform a wide range of independent work focused on office administration, project coordination, and quality assurance to help keep operations running efficiently.

You'll support leaderships day-to-day operations while supporting teams on complex projects and coordinating interdepartmental initiatives. This role also serves as a central point for communication, helping ensure clear, transparent, and seamless information flow across the leadership team and with both internal and external stakeholders.

We’re looking for someone who can manage multiple priorities, exercise sound judgment, and proactively support leadership needs. This position works under general direction while collaborating closely with teams across the department to advance organizational goals.
Required Knowledge, Experience, And Training

• High school diploma or equivalent
• 9 years of progressive experience working in an administration, clerical support position representing a program with governing guidelines, providing front-line customer service combined with clerical responsibility for processes and systems
• or an equivalent combination of education and/or experience

• Valid state-issued driver's license.

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check

Essential Functions

Coordinates day-to-day work, delegates tasks and sets deadlines for the assigned team. Provides guidance, direction and support for training and reviews work. Ensures effective collaboration with other teams. Listens to team members’ input and feedback and resolves any issues or conflicts.

Provides advanced administrative support to executive-level staff. Manages executive calendars, requiring a high attention to detail and interaction with internal and external executives and assistants to schedule various meetings. Proactively reviews calendars for conflict identification and resolution, ensuring priority meetings are scheduled. Tracks and follows up on action items and deliverables from meetings. Plans and creates agendas for executive staff and ensures all materials needed are prepared and accessible.

Ensures effective communication and collaboration across divisions and departments, advancing strategic projects and programs. Assists in the development and administration of departmental and citywide policies, ensuring compliance with regulations and procedures. Keeps policies up to date and available to staff.

Maintains and tracks deadlines and assists with task completion for department initiatives. Identifies inefficiencies in administrative processes and implements improvements. Uses data to develop solutions to enhance productivity and efficiency within the department and provide leadership insights and reports. Prepares and presents reports. Troubleshoots technical issues and recommends new technologies where applicable. Provides training and support for department software systems, ensuring that all staff are proficient in the use of workflow systems and other administrative tools.

Plans, organizes and executes departmental meetings, events and special projects. Oversees emergency preparedness documentation and coordination. Assists with preparation of presentations, reports, complex documents, and materials for city council, committees and community outreach initiatives.

Organizes, creates, compiles and prepares internal and external documents and maintains city standards to ensure consistent quality and tone. Prioritizes strategic information and understanding of department data to develop comprehensive reports and communications to management, city staff and the public. Drafts, edits and presents materials for internal communications, public reports and presentations to city officials and the public.

Facilitates the use of an electronic record management database including filing and scanning, ensuring accurate and timely management of records and in accordance with public records management laws and regulations.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Requirements

Additional Required Knowledge, Experience, And Training
Knowledge of:; principles, methods and practices of executive-level administrative support; principles and practices of project management; public records management; strategic planning support to align department functions with organization goals; and computer usage including related software.

Ability to:; maintain confidentiality; prioritize conflicts; improve processes; follow through on projects to successful completion; communicate effectively in the English Language at a level necessary for efficient job performance; and perform all essential functions as assigned by an authorized employee, supervisor, and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training
Bachelor's degree in business, finance, public administration or a closely related field and twelve years of advanced executive administrative support, or an equivalent combination of education and/or experience.

Experience working in a governmental setting.

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts
While performing the duties of this job the employee is occasionally lifting/carrying up to 35 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds and rarely pushing/pulling up to 35 pounds. The noise level is rarely moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision and distance vision. Employees will sit, stand, walk, reach and grasp. Position requires hand/finger dexterity.

Working Environment
The work environment will include inside conditions, outdoor weather conditions, extreme temperatures, in wet and humid conditions, areas of dust, odors, mist and gases or other airborne matter. Employees will also drive a vehicle as part of this position.
This position works: some after hours meeting attendance