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 e mployees 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.

DECISION MAKING

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

MINIMUM QUALIFICATIONS (Salary Is Dependent Upon Qualifications)

MINIMUM REQUIREMENTS

• 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

JOB DIMENSIONS

• 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 DEMANDS AND WORKING CONDITIONS

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
  
  

Retirement

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

ADDITIONAL BENEFITS

• 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
  
  

The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services.

Closing Date/Time: 3/7/2025 11:59 PM Central