HR Department Administrative Services Coordinator (Clerk of the Court and Comptroller)

Minimum Qualifications

Bachelor s degree. A minimum of two (2) years of experience in personnel administration/human resources, fiscal administration, and/or projects or strategic initiatives implementation are required. Additional experience in personnel administration/human resources, fiscal administration, and/or projects or strategic initiatives implementation may substitute for the required college education on a year-for-year basis.

Recruitment Notes

POSITION SUMMARY

The position provides comprehensive executive-level administrative and operational support to the Human Resources Department Director serving as a central hub for coordination, communication, and departmental workflow. It also leads and coordinates organization-wide employee engagement, recognition, wellness, and fundraising events that strengthen culture and connectivity across the Clerk of the Court and Comptroller (COCC). Responsibilities include facilitating stakeholder communication, reporting, supporting budgeting process, expenses monitoring, and procurement processes, coordinating accessibility (ADA) services, managing department-wide logistics for internal activities and operations, among other functions, while contributing to a positive organizational environment through effective project coordination and relationship-building. General direction is received from a professional superior who holds the incumbent responsible for the achievement of desired goals and objectives. The ideal candidate is organized, detail-oriented, and able to handle sensitive information with confidentiality. The incumbent exercises considerable independent judgement in the application of principles and practices of administrative, and fiscal management to the daily responsibilities.

PREFERRED QUALIFICATIONS:

• Experience supporting executive leadership in a legal or government setting.
• Experience supporting higher-level projects, strategic initiatives, or cross-functional team efforts.
• Experience in Human Resources operations and fiscal administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides direct administrative support to the Department Director.
• Acts as a communication liaison for different matters between COCC HR and other departments.
• Manages leadership calendars, including scheduling high-level internal and external meetings.
• Prepares and compiles meeting materials, briefings, and background documents to support informed decision-making.
• Plans and coordinates organization-wide employee engagement, recognition, and fundraising events to promote workforce morale, employee involvement, and organizational culture.
• Serves as the departments Wellness Liaison, organizing employee wellness workshops and initiatives, as well as team-building activities and special events that promote engagement and well-being.
• Coordinates accessibility and accommodation services in accordance with ADA standards, for constituents.
• Collects, compiles, prepares, and analyzes data to support monthly, and other reporting requirements for the department. Assists the departments leadership with the preparation of reports and formal responses.
• Assists the Department Director with the development of the annual operating budget, as well as with monitoring of departmental expenses.
• Oversees office supplies and equipment inventory and procurement, ensuring timely and cost-effective replenishment while adhering to applicable policies and procedures.
• Processes approved departmental invoices through the eProcurement system, ensuring accuracy, timeliness, and compliance with internal financial policies and procedures.
• Supports training and development initiatives. Assist with preparing materials for presentations, reports, and meetings.
• Prepares the organizations monthly Employee Newsletter for leadership review and distributes to all staff, fostering positive internal communication and employee recognition.
• Provides administrative coordination and logistical support for leadership, including travel arrangements, conference registrations, lodging accommodations, itinerary planning, and reconciliation of related expenses.
• Assists with the development of administrative policies and procedures for the department.
• Coordinates access set up and equipment assignment for new employees, as well as equipment collection and access updates upon separation.
• Supports the coordination of special projects related to the overall operation of the department, such as coordination of office area improvement, relocation, repairs, moves, etc.
• Oversees the renewal of departmental professional memberships and subscriptions.
• Maintains divisions shared folders, e-mail distribution groups. Coordinates updates to related organizational websites.
• Maintains long distance code log, and staffing table of organization.
• Establish and maintain effective working relationships with superiors, employees, and all internal and external stakeholders.
• Helps monitor employee engagement and support initiatives that promote a positive workplace culture, including coordinating departmental events and fundraising activities.
• Maintains confidentiality and handles sensitive information with professionalism.
• Assists in other areas of the department, and with other special projects or initiatives, as needed.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of executive level administrative practices, office management, and project coordination.
• Knowledge of fiscal administration and human resources practices and procedures.
• Strong understanding of departmental policies, organizational structure, and workflow.
• Highly proficient in business English, with strong grammar, spelling, and editing skills.
• Ability to prepare and edit correspondence, reports, and meeting minutes accurately.
• Proficiency in the use of Microsoft Office, and other related software applications.
• Effective communication and interpersonal skills, with the ability to build successful working relationships across departments, with executives, staff, and the public.
• Strong organizational and time management skills, with the ability to manage multiple priorities independently, and meet deadlines.
• Ability to prepare clear, concise, and professional correspondence and communications.
• Ability to assist in developing budgets and monitoring departmental expenses.
• Skilled in collecting, analyzing, and presenting data clearly and accurately.
• Skilled in problem-solving and anticipating operational needs.
• Ability to maintain confidentiality and professionalism, exercise sound judgment, and work independently with minimal supervision.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is primarily performed in office environment, with extended periods at a computer. Occasional travel may be required to different facilities to support different events. May involve light lifting (up to 10 lbs).

NOTE

This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.