General Services Coordinator

Open Date: 10/1/2020

Closing Date: Until Filled

Requisition Number: 012-2020

Department: General Services Dept.

Classification: Full-Time, Non-Exempt

Salary: Commensurate w/ Experience

Location: Valley Center, CA

OPPORTUNITY:

The role of the General Services Coordinator is vital to the efficient
function and support of the General Services and Housing Department. Under the direction of the General Services Superintendent, serves in the capacity of a confidential General Services Coordinator for a multi-functional department. The General Services Coordinator performs a wide variety of confidential and complex administrative, technical programmatic, and secretarial duties to relieve assigned Supervisor of technical, as well as general administrative details. The incumbent is responsible for a wide range of complex administrative and coordination tasks associated with administration of housing development, community and economic development programs, and creating safe and prosperous communities. The role provides day-to-day administrative support functions for the effective and efficient workflow of the Housing Department, including General Service policies, procedures, and programs. Assists in preparing a variety of fiscal, administrative, and operational reports. This position resolves General Services Department problems and ensure effective use of plans and positive customer service. The General Services Coordinator ensure that certain administrative support is administered in accordance with Housing Department policies and procedures. Serves as a liaison with other Rincon Tribal Government departments and staff, HUD Grant Program within the Housing Division of the Tribal Organization, outside agencies, Rincon Tribal Members, and general public.

JOB RESPONSIBILITIES:

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Serves in the capacity of a confidential General Services Coordinator for a multi-functional General Services Department, independently planning and coordinating administrative support functions and services.
  2. Coordinates and reviews assigned activities and operations of the department including assigned departmental invoices, administrative support, technical, and/or programmatic areas; reviews and evaluates work production, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved.
  3. Conducts research, prepares revises and implements various administrative policies, procedures, rules and regulations in accordance with sound organizational practices; develops and revises office forms and report formats; establishes procedural manual for clerical support services for assigned areas.
  4. Serves as a primary contact and liaison for assigned functions and programs within the Rincon Tribal Government General Services Department and staff, the Tribal Members and general public, and outside agencies and organizations.
  5. Elevates sensitive and controversial issues to General Services Superintendent to ensure that concerns are addressed in accordance with departmental policies and procedures.
  6. Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by supervisory staff; writes reports that present and interpret data, identify alternatives, make and justify recommendations.
  7. Performs a wide variety of complex, responsible, and confidential duties for assigned Superintendent and/or other management and department staff; relieves management staff of administrative work including investigation and answering complaints and providing assistance in resolving operational and administrative problems.
  8. Types, word processes, and proofreads a wide variety of reports, letters,
    memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.
  9. Directs and participates in the maintenance of a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other Rincon Tribal Government departments, the Rincon Tribal Members and general public, and outside agencies; directs and participates in coordination and processing staff travel arrangements.
  10. Prepare documents related to land assignments, land leases, use permits, right of ways, application process, contracts, and cooperative agreements and other documents to ensure accuracy and timeliness for submission for final approval.
  11. Assist data processing initiative through providing continual updates on data for incorporation into the land database file. Analyze various land documents and records for incorporating useful/valid data into the Land Use Office file; create new records as appropriate.
  12. Update Land Use Office data including, but not necessarily limited to, map addresses, zoning information, ordinances and resolutions, stop work orders, and new owners.
  13. Review various data sources in compiling data, i.e., maps, BIA Title Status Reports, Surveys, Appraisals, recorded deeds, permits, and zoning maps. Investigate property histories as needed.
  14. Screen calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance.
  15. Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; establishes, makes entries in, controls accessibility to, updates, and maintains files.
  16. Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
  17. Conducts, attends, and participates in staff meetings as required and be required to take and maintain minutes for such meetings; attends seminars and other meetings as required.

JOB QUALIFICATIONS:

EDUCATION/EXPERIENCE AND/OR TRAINING

  • Graduation from a U.S. high school, G.E.D. or equivalent from a U.S. institution, or a California High School Proficiency Examination (CHSPE) certificate is required.
  • Additional specialized course work in public administration, business administration, or related field is desirable.
  • Two years of college (Associates Degree) or equivalent, preferred.
  • Must be at least 21 years of age.
  • Five (5) years (full-time equivalent) of increasingly responsible administrative, secretarial, and clerical experience including two (2) years as a secretary in a large department or organizational unit or as secretary for a complex technical function.

LICENSES OR CERTIFICATES

The following license and certification are required to be maintained throughout employment and are not subject to waiver:

  • Valid California Driver’s License. Must maintain a satisfactory driving record with the DMV.

WORK-RELATED KNOWLEDGE

  • Work organization and office management principles and practices.
  • Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.
  • Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.
  • Excellent interpersonal skills, ability to communicate effectively both orally and in writing; be able to establish and maintain effective working relationships.
  • Principles of business letter writing and report preparation.
  • Principles and procedures of record keeping.
  • Basic bookkeeping practices Independently prepare correspondence and memoranda.
  • Implement and maintain filing systems.
  • Type at a speed necessary for successful job performance and as deemed appropriate by the department.
  • Strong organization skills and the flexibility and ability to manage time and multiple tasks with little supervision.
  • Operate and use modern office equipment including a computer and various software packages.
  • Ability to learn new computer software programs or mobile apps, as needed.
  • Experience developing communication materials, including flyers, brochures, booklets, etc.

BENEFITS

The Rincon Band of Luiseño Indians offers a comprehensive and competitive benefit package for full-time and qualifying part-time employees. Benefit include the following:

  • Health & Wellness Coverage: Medical, dental and vision coverage
  • Generous Paid Time Off (PTO) Accrual
  • Holidays: Full-time employees and qualifying part-time employees are eligible for eleven (11) full paid holidays, and four (4) half day (4 hours) paid holidays.
  • Comprehensive Annual Performance & Merit Reviews
  • Job Training based on Business Needs
  • Life and Long Term Disability: $100,000 employer paid Life Insurance and Long Term Disability
  • Flexible Spending Accounts: Healthcare and Dependent care reimbursement accounts
  • Supplemental Life and Accidental Death and Dismemberment (AD&D) Insurance
  • Supplemental Coverage: Disability, Accident, Cancer, Life and Hospital Confinement
  • Retirement: 401(k) retirement plan with a generous employer match
  • Company Events: Rincon Tribal Government holds great social events for employees and occasionally raffle many prizes.