Administrative Coordinator

The Administrative Coordinator shall provide senior level administrative coordination and support to the Chief Diversity Officer (CDO) and Office of Diversity, Equity, and Inclusion - performing financial and administrative tasks including by not limited to: preparing correspondence(s), scheduling meetings, handling inquiries, accounts payable functions, and budgetary maintenance. The Administrative Coordinator may also provide clerical and administrative support to the City boards working to support the City’s overall DEI efforts. The Coordinator possesses strong business judgment and the communication skills to interact in a highly professional manner with team members, community partners, and other parties.

In addition to the administrative tasks, this position will also manage information flow between the department and other City departments and personnel, track DEI program information, manage projects, and other duties as assigned.

The Coordinator assists and contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences among the workforce.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service. 

RESPONSIBILITIES

• Coordinates workflow to support a fast-paced and priority-driven work environment with the Chief Diversity Officer. This includes overseeing the coordination of calendars for meetings and events, presentations, travel arrangements, and for conferences/trainings.
• Acts as the first contact person for the department and creates a welcoming environment by greeting visitors, staff, and vendors. Assesses urgency of requests and ensures that those in need are put in touch with appropriate resources in a timely manner.
• Answers the department's main phone and provides caller with requested information or forwards the call to the appropriate staff person.
• Acts as a liaison between department and potential vendors, as well as for all inter-departmental and public inquiries.
• Prioritizes the office workload and works collaboratively with CDO and colleagues to meet assigned deadlines.
• Assists the CDO in conducting and/or coordinating staff and management training.
• Organizes logistics of large-scale programs and events related to department initiatives
• Coordinate, prepare and process department’s payroll; maintains department personnel accruals.
• Assists with management of department budget which may include preparing, monitoring, and balancing; Maintain and monitors throughout the year ensuring all accounts are balanced within the department; Prepares close out and re-opening of fiscal year end budget.
• Reviews and approves all department requisitions, purchase orders, and invoicing, and processing of accounting vouchers.
• Prepares department-related reports and forms; Assist in the development of special reports and presentations.
• Responsible for supply inventory management.
• Creates, processes, and maintains department forms within computer programs (i.e. Word, Excel, etc.)
• Oversees department and CDO calendars and scheduling
• Receives, prepares, handles and stores confidential information pertaining to claims of discrimination and harassment. Maintains confidentiality pertaining to claims and investigations, may periodically be required to participate in processes.
• Open, sort and distribute mail.
• Supports diversity and inclusion initiatives through project work including but not limited to maintaining and updating website content, developing brochures, newsletters, and marketing materials for programs.
• Performs other duties as required or assigned.

QUALIFICATIONS

• Preference will be given to candidates who are bilingual, with the ability to communicate effectively in English and one or more additional languages.
• High School Diploma or equivalent, associate’s degree or specialized training in administrative office management is preferred.
• Three-Five years of progressive experience in administrative office work.
• Previous experience managing complex programs and projects
• Demonstrated appreciation and commitment to the principles of diversity, equity, inclusion, and social justice.
• Strong aptitude for learning new technologies and utilizing systems that promote efficiency and effectiveness.
• Requires strong computer & internet skills; including proficiency in Microsoft Office programs especially Word, Excel, and Outlook. Familiarity with MUNIS software is a plus.
• Ability to interact congenially, effectively & efficiently with co-workers, elected officials, and general public.
• Possess a high degree of attention to detail and accuracy.
• Demonstrated high level of integrity working with sensitive and/or confidential information
• Must be highly organized and have the ability to work in a fast-paced environment; possess a professional and courteous demeanor, be highly motivated with the ability to work independently and in cooperation with co-workers; possess a willingness to learn and to problem solve.

WORKING CONDITIONS

This is an office-based job in a dynamic municipal building with normal to heavy foot traffic.  While performing the duties of the Administrative Coordinator, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City; the position requires good vision to prepare reports and good hearing for telephone and in-person communication.

PHYSICAL REQUIREMENTS

Operates standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal office. Lifts/moves objects weighing up to 10 pounds.

HOURS

Monday – Friday, 35 hours per week; 8:30AM – 4:00PM

SALARY

Starting rate $27.93 - $29.63

Annual increases up to $36.44 per hour

APPLICATION DEADLINE: 

Wednesday, December 25, 2024 @ 4:00PM

Company Description

Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.

Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.

Join us in our mission to build a stronger, more connected Pittsfield, where everyone has the opportunity to thrive.

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Retirement Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement