Administrative Office Coordinator (Operations/Public Works)

Position will be open until filled.

Selected applicants are required to perform a Basic Employee Skills Test (Multiple Choice Test. Topics include grammar spelling basic math checking and reading comprehension). Not all applicants will be selected to test. The most qualified applicants will be contacted by email to advance to the testing stage.

We are currently seeking:

An administrative office coordinator to join our team and provide complex and confidential secretarial support to Director(s) and/or other assigned personnel. In this role you will oversee administrative staff and coordinate administrative operations for area of assignment; prepare and process various types of correspondence reports and other documentation; maintain departmental records and files; conducts a variety of general accounting functions; and performs other related duties as assigned.

Your responsibilities will include:

1. Overseeing and coordinating administrative staff for Department(s) and/or overseeing clerical operations and activities for area of assignment.
2. Providing complex and confidential secretarial support to a Director Administrator and/or other senior management/departmental personnel.
3. Answering screening and directing incoming calls; documents and distributes phone messages.
4. Greeting and directing visitors to appropriate City departments and/or personnel.
5. Providing information and assistance to the public; responds to inquiries regarding departmental operations policies programs and/or services; receives public complaints.
6. Updating and maintaining calendars for area of assignment; coordinates and schedules meetings appointments and/or other functions; organizes travel arrangements.
7. Preparing documents rooms equipment etc. for meetings or events. Providing support during meetings and events including coordination support documentation recordkeeping and debriefs.
8. Preparing processing scanning filing and/or distributing correspondence notices agendas meeting minutes legal documents or other types of documentation; drafts correspondence as required.
9. Compiling and analyzing data; preparing providing and/or submitting various types of reports as required by City departments outside agencies and the general public.
10. Performing data entry; updating and maintaining departmental records personnel files forms procedure manuals filing systems and/or databases; processing public information requests.
11. Processing accounts payable accounts receivable and/or departmental payroll; assisting in the preparation of departmental budgets; coordinating the billing and collection of lease payments.
12. Receiving and processing tenant payments facility charges and/or other miscellaneous funds.
13. Coordinating the ordering of office and/or other departmental equipment and supplies; monitors and maintains supply inventories; obtains vendor quotes and bids as assigned.
14. Scheduling and coordinating the maintenance and repair of departmental facilities and equipment; receives maintenance requests; prepares related work orders.
15. Collecting sorting opening and distributing departmental mail and packages.
16. May supervise train and evaluate the performance of assigned personnel; monitors and ensures staff compliance with departmental policies procedures and applicable regulatory requirements.
17. Performing other routine and/or specialized duties relative to area of assignment as required.
18. Providing administrative support and coordination during emergency events.
19. Hours: Monday through Friday 8:00 am to 5:00 pm. Occasional evenings weekends and holidays may be required.
20. Regular and timely attendance is required.

The above duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position-specific duties.

Requirements and Skills:

• Providing complex and confidential administrative support at the senior management level.
• Writing proofreading and document creation.
• Coordinating clerical operations and activities for area of assignment.
• Preparing and processing various types of correspondence and other documentation.
• Updating and maintaining departmental records filing systems and databases.
• Conducting a variety of general accounting duties.
• Providing training and/or supervising the activities of assigned personnel.
• Establishing and maintaining cooperative working relationships with staff City departments outside agencies contractors vendors and the general public.

MINIMUM QUALIFICATIONS:

Education and Experience:

High School Diploma or equivalent; and three years experience providing administrative support to senior management personnel; or an equivalent combination of education and experience. Associates Degree in a related field is desirable.

Required Licenses or Certifications:

• Must possess a valid Texas Driver License with a good driving record.
• Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.
• Required to perform a Basic Employee Skills Test (Multiple Choice Test. Topics include grammar spelling basic math checking and reading comprehension).
• Appointment/Commission as a Notary Public may be required depending on area of assignment.

Physical Demands / Work Environment:

• Work is performed in a standard office environment.
• Subject to sitting for extended periods of time standing walking bending reaching and lifting of objects up to 15 pounds.
• Exposure to potentially hostile members of the public is involved.

Job postings may be withdrawn at any time at direction of the City Manager.

Required Experience:

IC