Election Systems & Software

  • Administrative Coordinator

    Job Location US-NE-Omaha
    Posted Date 2 days ago(7/17/2018 12:36 PM)
    Job ID
    # of Openings
  • Job Description

    An administrative coordinator will support and coordinate workflow procedures and various administrative tasks to ensure operations run smoothly. The position will arrange the logistics for all external and internal meetings needed for the department.  They are responsible for performing clerical duties, facilitate management, approving expenses, maintain records and databases. They will route and resolve information requests while coordinating department operations.


    Essential Duties and Responsibilities:  

    1. Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues.
    2. Compose and prepare emails, memos, letters, faxes and other correspondence for the office and prepare responses as appropriate.
    3. Answers any incoming and outgoing correspondence.
    4. Submit and reconcile expense reports submitted for reimbursements in accordance with established corporate policies. Follow up on noted discrepancies with departmental directors/managers, identify potential inefficiencies, suggests process improvements, and monitors compliance with company policies.
    5. Prepare and distribute meeting agendas; document and follow up on important actions and decisions from meetings.
    6. Manage the calendar and organize travel arrangements for VP’s direct reports.
    7. Coordinates and schedules department/staff meetings and events in the office or off-site that may involve interface with customers and/or vendors. Also organize and facilitate other specials events as required.
    8. Assists with reporting and analysis of department activities. Coordinate and follow up with staff and other departments on regular assignments as well as special project communications.



    Education:  An associate degree or equivalent experience preferred.



    At least 2-3 years’ experience including:

    Proficiency in Microsoft Office Suite (Excel, Word and Power Point), and Outlook required.

    Ability to use basic office machines and equipment.

    Ability to prioritize conflicting needs; handle matters expeditiously with external and internal customers.



    Excellent verbal and written communication skills.

    Maintains discretion and confidentiality with all information.

    Ability to multi-task and maintain complex schedules.

    Excellent listening skills with attention to detail preferred.

    Independent decision-making skills required.

    Must be able to read and write proficiently in English, comprehend instructions, and prepare correspondence. 

    Possess outstanding problem solving, priority, and organizational skills.


    Licenses/Certifications Required:     N/A             


    Supervisory Responsibilities:  This position has no supervisory responsibilities.


    Work Environment:  This job operates in a professional office environment which routinely uses standard office equipment such as computers, telephones, and photocopiers.


    Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to stand; walk; hands to finger, handle or feel; and reach with hands and arms.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 


    Travel:  Approximately less than 5% of travel is expected.


    Security:  Required to consistently demonstrate adherence to all security requirements and accepted practices as contained in the current ES&S Security Policy.  Incumbents must proactively read, comprehend and adhere to all ES&S security policies, practices and procedures regarding the safety and safekeeping of co-workers, products, services and other intellectual property as defined in the ES&S New Business and Non-disclosure, or Proprietary matters, Confidential matters and Non-Competition agreements, and the current ES&S Security Policy Manual.


    EEO Statement:  To provide equal employment and advancement opportunities to all individuals, employment decisions at ES&S will be based on merit, qualifications, and abilities.  ES&S does not discriminate in employment opportunities or practices based on race, creed, color, religion, sex, sexual orientation, national origin, citizenship status, marital status, age, disability, genetic information, or because of past, current, or future military obligations or any other characteristics protected by law.

    This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.


    E-Verify: ES&S shall electronically verify the employment eligibility of their newly hired employees and shall submit a query to E-Verify for any newly-hired employee after completion of the I-9 process and no later than the end of the third business day after the employee’s actual start date.


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