Administrative Coordinator - Business Services

Purpose

This position performs a variety of complex clerical and administrative duties in support of the Administration Department, to include purchase order processing, managing surplus assets, and other support functions. This position serves as the receptionist for the Town Hall building, establishing a professional, welcoming, and efficient environment for citizens, staff, vendors, and leadership. The role requires sound judgment, discretion, initiative, and the ability to operate independently within established procedures while maintaining alignment with leadership direction. Specific duties, projects, and responsibilities may be assigned based on skills, abilities and experience.

Duties and responsibilities

Town Hall Operations & Service Standards

• Serve as the primary receptionist for Town Hall, assisting employees, citizens, visitors, vendors and Town officials in person and by telephone.
• Provide a welcoming, respectful, efficient, and service-oriented environment for both external and internal customers.
• Serve as a secondary cashier for payments collected at Town Hall, ensuring accurate receipts and posting payment transactions. Prepare the front counter and cash drawer for daily operations, to include balancing and accounting for cash received.
• Maintain the organization, appearance, and operational readiness of the Town Hall reception area, lobby, public-facing spaces, and shared common areas. Manage inventory and replenishment of supplies and ensure shared equipment remains functional and accessible.
• Assist with mail distribution and incoming/outgoing deliveries.

Administration Department Clerical Duties

• Independently resolves routine administrative matters within assigned authority and established communication protocols, escalating issues appropriately when necessary.
• Serve as the Town’s Purchase Order (PO) Clerk, to including but not limited to:
  • Review all requests for POs and Change Orders (CO) to ensure accuracy, compliance, completeness, and efficient processing;
  • Provide system wide support, such as registering new vendors; liquidating POs; and providing technical knowledge on purchasing procedures and required documentation;
  • Maintain organized and accurate records in accordance with retention requirements; and
  • Other tasks defined by the Finance Director or his/her designee to ensure proper internal controls and separation of duties.
• Coordinate and process the Administration and Legislation departments’ POs, COs, accounts payable, and similar. Track department spending for budgeting and reporting.
• Perform clerical duties to include but not limited to drafting correspondence, filing, and record keeping and management.
• Administer the surplus property disposal program in coordination with the Town Clerk.
• Assist department members in planning, preparing for, and organizing meetings, employee events, and similar. Prepare documents, organize records, coordinate catering and other hospitality, and similar tasks.
• Supports special projects and operational initiatives of the Administration and Legislation departments such as, but not limited to: administrative support of the Town’s historical art, property, and book collections, public information request process, assisting with organization of Town leases and contracts, etc.
• Other reasonable duties as assigned.

Qualifications

Required minimum qualifications:

• High School Diploma or GED required / College Degree strongly preferred.
• A minimum of three years in a position with similar skills and responsibilities.
• Knowledge of general office procedures and administrative practices.
• Intermediate or better knowledge of Microsoft Office products, Adobe, Canva, and similar as well as the ability to learn new software programs and computer applications quickly.
• Skill in clear, professional, and respectful communication across written, face-to-face, and telephone interactions.
• Skill in maintaining composure, sound judgment, and effectiveness in fast-paced or sensitive environments.
• Skill in exercising professional self-awareness and fostering productive, collaborative working relationships.
• Skill in performing duties with accuracy and attention to detail.
• Ability to manage multiple tasks and shifting priorities effectively in a high-visibility environment with frequent interruptions.
• Ability to adapt productively to changing priorities, leadership direction, and operational needs.
• Ability to prepare and complete assignments reliably, demonstrating ownership, initiative, and accountability within assigned responsibilities.
• Ability to interpret and apply policies and procedures accurately, exercising independent judgment within established guidelines.
• Ability to receive constructive feedback and adjust performance in a forward-focused manner.
• Ability to maintain strict confidentiality of sensitive or internal information.
• Ability to demonstrate consistent professionalism, discretion, and sound judgment in a public-facing and employee-facing role.
• Ability to work both independently and collaboratively as part of a team.

Highly desired qualifications:

• Experience with local government purchasing processes and purchase order processing.
• Hold a current NC Notary certification or the ability to obtain one within six months of hire.

Working Conditions & Physical Requirements

• Town Hall serves as the primary location where citizens conduct business with the Town and where employees collaborate to deliver services. Employees assigned to Town Hall are expected to maintain professionalism, composure, and decorum reflective of the Town’s values and this setting.
• The Town Hall receptionist provides a visible reflection of the professionalism, responsiveness, and integrity of Town staff. The receptionist must reinforce a welcoming, respectful, efficient, and service-oriented environment for both external and internal customers.
• Position requires frequent interaction with the public, including individuals who may be upset, frustrated, or in need of assistance. These interactions will result in regular interruptions, multi-tasking, and shifting priorities throughout the day, requiring the ability to maintain professionalism and composure in a highly visible public environment.
• Work is performed primarily in an office setting. Employee must be able to sit for extended periods while operating a computer, answering a phone, and using other standard office equipment.
• Frequent standing and movement within the building are required.
• Must be able to lift and/or carry office supplies, paper, and other materials up to approximately 25 pounds. Must have the ability to stoop, bend, reach, push, pull, operate office equipment and computers.
• Requires the ability to hear, speak, and communicate effectively in person and by telephone.
• Must have visual acuity and manual dexterity to manipulate small objects such as paperwork, telephones, keyboards, coins and money, etc.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform the job. The Town of Southern Pines reserves the right to assign or otherwise modify the duties assigned to this classification.

The Town of Southern Pines is an equal opportunity employer