Administrative Coordinator

JOB SUMMARY

We are looking for highly motivated people who want to learn and grow. Our values include Professionalism, Innovation, Customer Experience, Integrity, and Teamwork! We offer a competitive compensation package including telework and incredible benefits. While serving your City, you will be earning paid vacation, sick leave, and holidays. Full-time employees are eligible for medical, dental, vision, and life insurance. The City participates in 2:1 matching for our retirement system (TMRS) making you eligible for retirement sooner than you think. We also offer a hybrid work schedule (16 hours telework permitted per week) and tuition assistance after your introductory period. Plus, while working for the City, you will be doing engaging and meaningful work.

JOB SUMMARY
Responsible for administrative and thorough day-to-day support for the Utilities executive leadership team; provides high level complex administrative support and coordinates the clerical activities; prepares correspondence and other documentation; maintains departmental records and files; schedules and coordinates meetings and other functions; performs a variety of general accounting duties; coordinates and conducts special projects; and performs other routine and/or specialized duties relative to area of assignment.

Reports to an Assistant Director of Utilities.

ESSENTIAL FUNCTIONS AND DECISION MAKING

ESSENTIAL FUNCTIONS

• Serves as administrative coordinator and performs a variety of high-level administrative duties in support of departmental operations:
  • Answers, screens, and directs incoming calls; documents and distributes phone messages.
  • Responds to various types of inquiries regarding departmental operations, policies, procedures, and/or programs.
  • Addresses and assists in resolving issues/complaints from employees and the general public.
  • Maintains assigned calendars; schedules appointments, meetings, interviews, training sessions, and/or other types of activities.
  • Attends meetings; prepares and maintains meeting minutes.
  • Drafts general correspondence; prepares/creates forms, public communication materials, press releases, mailers, information packets, surveys, and/or other types of documentation.
  • Gathers and compiles statistical data; prepares various types of reports.
  • Proofreads, copies, scans, faxes, files, and/or notarizes documents.
  • Maintains and updates departmental procedure manuals, records, files, databases, and spreadsheets; organizes filing systems; submits website updates.
  • Receives, sorts, and distributes departmental mail.
  • Special projects such as Employee Performance Evaluation Processing and employee correspondence, applicant assessment centers, organizational training, etc.
• Coordinates the purchase of supplies, materials, equipment, and/or services for area of assignment; prepares purchase orders and check requests; communicates with vendors; updates and maintains vendor records; receives materials and supplies; monitors and maintains supply inventories.
• Conducts a variety of general accounting duties:
  • Tracks expenditures for various accounts.
  • Receives and processes P-card statements.
  • Verifies the accuracy of expense receipts.
  • Processes vendor invoices for payment.
  • Assists with budget preparation as assigned.
• Based on assignment, responsible for an array of independent projects.
• Miscellaneous:
  • Coordinates the maintenance and repair of office equipment, computers, and/or departmental facilities.
  • Plans, organizes, and coordinates special events or other functions.
  • Registers staff for training courses; books travel arrangements.
  • Performs other routine and/or specialized duties relative to area of assignment as required.
• Perform any other related duties as required or assigned.

• This position works under general supervision using independent judgement, reasoning and decision making in completion of work.

MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications)

• Associate’s Degree or 60 hours of college course work in a related field is required. Commensurate combination of education and experience may be considered.
• Four (4) years' experience providing administrative support to senior management personnel is required.
• Valid Texas Driver's License with an acceptable driving record.
• College degree preferred.

CORE COMPETENCIES AND PHYSICAL DEMANDS

• This position works under general supervision.
• Must be able to communicate difficult/sensitive information tactfully and with professionalism
• Must demonstrate ability to balance, prioritize and organize multiple tasks
• Responsible for creative approaches to problem solving under pressure
• Under supervision and guidance of Assistant Director, provides professional collaboration with other City staff and managers on methods and systems to better serve our citizens.
• Identifies opportunities for improvements and makes constructive suggestions for change
• Identifies and implements new/improved admin processes as necessary to ensure smooth operational flow.

Physical requirements include lifting up to 20 pounds occasionally; uses vision constantly; sitting, handling, fine dexterity, hearing and talking frequently; standing, walking, lifting, carrying, pushing/pulling, reaching, bending, twisting, climbing, balancing and foot controls occasionally.

Working conditions involves sitting for extended periods of time; occasional exposure to toner/ink cartridges and/or other hazardous chemicals.

The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance. 2023 Benefits Guide

BENEFITS
Medical, Dental & Vision Coverage

• United Healthcare
  • Choice Plus PPO Plan
  • Prescription Drug Plan
  • Wellness Initiatives
  • Virtual Doctor Visits 24/7
  • Dental Plan
• Davis Vision Insurance
  • Base Vision Plan
  • Premium Vision Plan
  • Laser Vision Correction discounts

• Texas Municipal Retirement System (TMRS)
• Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA

• Flexible Spending Accounts
• City paid Life and AD&D Insurance
• Voluntary Life, AD&D and Long Term Disability insurance
• Employee Assistance Program
• Vacation
• Sick Leave
• Holidays
• Longevity Pay
• Tuition Reimbursement
• Activity Center Membership
• Direct Deposit