Administrative Coordinator - Building Inspections

Summary

WORKING FOR THE CITY OF MCKINNEY

Working for the City of McKinney is more than a job. It is an opportunity to make a meaningful difference in the lives of others. It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation. In 2023, McKinney was named one of the top workplaces in DFW by the Dallas Morning News. Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family. That's why we exist.

OUR CORE VALUES

City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high performance organization (HPO).

Summary Of Position

The purpose of this position is to provide administrative support to the Director and members of Department Leadership Team and special project coordination for the administrative functions of the Department. This position is responsible for coordinating the preparation and implementation of the Departmental budget and its supporting documentation; coordinating and ensuring compliance with all fiscal control programs and policies; approving payments of authorized expenditures; initiating budget revisions; requesting transfer of funds; managing assets inventory; and overseeing time entry and coordinating approvals. Other duties include organizing and coordinating administrative operations and procedures for the Department in order to ensure organizational effectiveness and efficiency; responding to concerns and requests for information from citizens and employees; performing research; and compiling/gathering data.

Essential Functions/Knowledge, Skills, & Abilities

GENERAL EXPECTATIONS FOR ALL EMPLOYEES

In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.

• Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
• Contribute to a positive work culture.
• Maintain regular and reliable attendance.
• Ability to assess his/her work performance or the work performance of the team.
• Contribute to the development of others and/or the working unit or overall organization.
• Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
• Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same.
  
  

Essential Duties And Responsibilities

• Provides direct administrative support for the Director, along with members of the Department Leadership Team (DLT) while also supporting the efforts of the entire Department.
• Responsible for assisting the Director in creating a department budget; monitoring the department budget by reviewing expenditures; keeping the Director abreast of budget changes and issues; posting detailed budgets; verifying unusual expenditures and reconciling monthly and annual financial statements; completing budget transfer requests; transferring funds to the necessary accounts; coordinating projected budget needs; developing and maintaining spreadsheets; practicing sound budget management techniques; and attending meetings.
• Handles accounts payable functions by receiving and paying approved invoices; copying, distributing and filing documents; ensuring remit addresses and vendor numbers are correct; producing receiving reports; resolving account discrepancies; reconciling credit card statements; maintains departmental petty cash fund and creating invoices for collections to be mailed to vendors.
• Completes purchasing processes by receiving, processing, inputting and printing purchase requisitions; receiving approval for requisitions by appropriate staff; providing purchase order copies; producing and submitting receiving reports; requesting change orders; receiving and inputting invoices into the city financial management system; maintaining spreadsheets; coordinating the closure of open purchase orders.
• Receives monies in payment of various fees or services; records transactions and issues receipts; posts payment; balances revenues and forwards revenues as appropriate.
• Responsible for monitoring and processing department-level payroll functions including, but not limited to ensuring that payroll activities are executed correctly and processed on time.
• Maintains a comprehensive, current knowledge of applicable laws/regulations: reads professional literature; attends workshops and training sessions as appropriate.
• Prepares departmental records for document retention requirements.
• Provides assistance and/or backup administrative coverage for other employees or departments, as needed.
• Completes various clerical functions by compiling and verifying report data; maintaining files; completing photocopies; answering and directing phone calls; providing answers when knowledgeable; maintaining an inventory of office supplies; tracking complaints, issues and concerns; and producing and submitting correspondence.
• Serves as a mentor or knowledgeable resource for the other administrative support personnel in the department.
• Maintains calendars and coordinates meetings, appointments, interviews, and/or other activities including, but not limited to travel arrangements, accommodations, conference registrations, and/or other related plans.
• Researches and investigates records and various information sources, compiles summaries, and composes and prepares correspondence, memorandum, reports, presentations, and other documents.
• Provides superior customer service by consistently operating in a friendly, courteous, timely, thorough, helpful, detail-oriented, and professional manner.
• Posts/updates information on city/departmental web pages, bulletin boards, or other miscellaneous locations.
• Researches, creates, monitors, and updates various digital and analog file/record systems.
• Processes incoming/outgoing mail.
• Assist with the interviewing of potential employees, processes and maintains confidential departmental personnel information including, but not limited to personnel action forms, organizational charts, employee rosters and databases, and telephone directories.
• Monitors City Council agendas to ensure that department agenda items are created, reviewed and otherwise processed within specified timeframes.
• Compiles and reports data pertaining to department operations including relevant data entry and analysis functions.
• Maintains current manuals, policies, City ordinance manuals, directories, and other reference materials.
• Performs other functions as required.
• Complies with all written City policies and procedures.
• Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.
  
  

If Assigned To Building Inspections

• Serves as staff liaison for the Board of Adjustment. Prepares for public meetings including preparing agendas, information packets, backup materials, and posting of meeting notices; takes minutes and prepares official copies of public meeting minutes.
• Fulfills Open Records Requests for department/division.
• Processes Noise Exception applications.
• Coordinates department training, including maintaining calendars and attendance records, booking locations, and submitting curriculum to ICC for Preferred Provider credit.
• Monitors professional licensing and certifications, schedules required continuing education, and facilitates renewals; provides technical support for certification exams.
• Responsible for monitoring and maintaining compliance records for IAS, ISO, and ICC accreditations.
• Reviews and maintains records of administrative policies and procedures for compliance with national accreditation standards. Prepares written reports related to accreditation progress, maintains written directives, manuals, and completes various projects assigned to the unit per assigned schedule. Submits reports and supporting data for proof of compliance as required. Maintains supporting records for accreditation audits.
• Prepares quarterly quality control reports including documenting quarterly quality assurance checks.
• Identifies, verifies and reconciles compliance with established building code standards, correcting any identified deficiencies through policy, training or other measures; creates reports based on QC comments to see what areas of training staff need most to ensure department compliance with codes and standards, reviews standards to ensure the department maintains compliance; stays abreast of all aspects of the accreditation process to include proposed amendments to the standards.
• Trains agency staff on accreditation programs as well as policies and procedures.
  
  

Knowledge, Skills, Abilities, And Behaviors

• Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
• Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• Ability to produce desired work outcomes, including quality, quantity, and timeliness.
• Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
• Ability to thrive in a fast paced, high-stakes work environment.
• Ability to maintain a professional, positive, and helpful attitude even in non-routine or stressful situations.
• Ability to create professional relationships with internal and external customers that can be utilized to realize positive outcomes.
• An ability to seek out and implement creative or innovative solutions to routine and non-routine situations or tasks.
• Ability to produce large volumes of accurate, timely and thorough work in extremely short timeframes.
• Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Ability to apply principles of persuasion and/or influence over others in a supervisory capacity or in coordinating activities of a project, program, or designated area of responsibility.
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Ability to exercise independent judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Skilled to manage complex projects quickly and efficiently.
• Skilled to prioritize, organize and complete workloads within specified deadlines with limited direction or oversight.
• Ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Ability to remain flexible and adaptable, especially during times of change or uncertainty.
• Communicate effectively both orally and in writing.
• Accept responsibility and accountability for his/her actions.
  
  

Required Qualifications

MINIMUM QUALIFICATIONS

Any work related experience resulting in acceptable proficiency levels in the below Minimum Qualifications is an acceptable substitute.

High school diploma or GED; supplemented by college level course work or vocational training in business or office administration, and supplemented by five (5) years of progressive experience with executive office support and financial, budget, or accounting management.

Preferred Qualifications

• Bachelor’s Degree in Accounting, Finance, Business or Public Administration, or closely related field.
  
  

CONDITIONS OF EMPLOYMENT

• Must pass a drug screen and background check.
• Must have Class C Texas Driver’s License.
  
  

Physical Demands/Supplemental

PHYSICAL DEMANDS

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

WORK ENVIRONMENT

Performance of essential functions may require exposure to limited adverse environmental conditions, such as rude or irate customers.

The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.