Administrative Coordinator en City of Waxahachie, TX

About the Department

This position will remain open until filled, with applications reviewed on an ongoing basis. This job posting may be removed at any time without prior notice. Interested applicants are encouraged to apply as soon as possible for full consideration.

Position Duties

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Assists assigned staff with administrative and department operational duties in the daily operation and management of the Civic Center department.
• Answer the telephone and provide assistance to the general public; provide general and specific information on department and city policies and procedures as required; monitor calls, visitors and correspondence and maintain appointment calendar for the Department Director and other staff as required.
• File documents, reports and correspondence for the department; maintain filing system; maintain records including personnel; prepare payroll records; maintain employee timesheets and records of vacation and sick leave.
• Receive, sort and distribute incoming and outgoing mail using own initiative when handling general correspondence; order and distribute office supplies; and may maintain petty cash fund including balancing and submitting requests for more funds.
• Prepare information for the brochures, providing news releases, information bulletins, special announcements, posters, and other promotional materials for the Parks and Recreation departments for the Communications and Marketing Department to publish.
• Responsible for updating and monitoring the Civic Center department website and social media.
• Assist in monitoring department expenses; processes purchase orders and credit card statements reconciling with invoices and receipts.
• Respond to public inquires in a courteous manner; provide information concerning department operations and services; distribute and receive forms and documents related to department business.

• Operate a variety of office equipment including, computers, scanners, copiers, mail machine, facsimile machine; input and retrieve data and text; complete various reports.

• Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the City’s Personnel Policy

• Perform other duties as assigned

EMPLOYMENT STANDARDS:

Knowledge of:

• Knowledge of operations, services, and activities of, or related to a Civic Center.
• Knowledge of event programming and development techniques.
• Knowledge of computers and related equipment, hardware and software.
• Knowledge of City and departmental policies, practices and procedures.
• Knowledge of pertinent Federal, State, and Local policies, laws, and regulations.
• Knowledge of principles and practices of a municipal government.
• Skill in effective oral and written communications.
• Skill in planning and implementing departmental procedures and objectives.
• Skill in effectively supervising and delegating duties to assigned staff.
• Skill in resolving customer complaints and concerns.

Ability to:

• Interpret, explain, and apply Federal, State, and Local laws, policies, and regulations.
• Organize and prioritize work; the position requires extensive administrative and organizational skills with the ability to complete time-sensitive tasks and directives.
• Operate a variety of modern office equipment in a safe and effective manner.
• Develop, administer and maintain an efficient records management system.
• Comply with all posting and publication guidelines.
• Type at a speed necessary for successful job performance.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Apply practical judgment to execute written, verbal, or illustrated instructions effectively
• Handle routine and non-routine situations involving multiple variables and resolve associated issues.

Minimum Qualifications

MINIMUM QUALIFICATIONS:

Any combination of relevant education, experience, certifications, or licenses may qualify.

Education, Training, and Experience:

• High School Diploma or GED required. Associate’s Degree in Public Administration, Business Administration, Administrative Management, or related field preferred.
• Two (2) years of administrative experience, preferably in a municipal or government setting.

Licenses and Certificates:

• A valid State driver's license is required at the time of appointment and must be maintained throughout employment 

Other Qualifications

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to handle, feel, or operate objects, tools, or controls; reach with hands and arms, and perform repetitive movements of hands or wrists. The employee may frequently be required to lift up to 25 pounds unaided (May or may not be required for certain positions). Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers, the public, and dissatisfied/abusive individuals.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This position may require availability to work a flexible schedule during peak times.