Administrative Office Coordinator (Planning And Development)

Position will be open until filled.

GENERAL PURPOSE: Provides complex and confidential secretarial support to a Director and/or other assigned personnel; coordinates administrative operations for area of assignment; prepares and processes various types of correspondence, reports, and other documentation; maintains departmental records and files; conducts a variety of general accounting functions; performs administrative functions of the Tax Increment Reinvestment Zone (TIRZ) Board; and performs other related duties as assigned.

Primary Duties And Responsibilities

Under limited supervision, the Administrative Office Coordinator:

• Performs data entry; updates and maintains departmental records, personnel files, forms, procedure manuals, filing systems, and/or databases; processes public information requests.
• Coordinates and/or oversees clerical operations and activities for area of assignment.
• Regular and timely attendance is required.
• Greets and directs visitors to appropriate City departments and/or personnel.
• Provides information and assistance to the public; responds to inquiries regarding departmental operations, policies, programs, and/or services; receives public complaints.
• Performs other routine and/or specialized duties relative to area of assignment as required.
• Other duties as assigned.
• Collects, sorts, opens, and distributes departmental mail and packages.
• Answers, screens, and directs incoming calls; documents and distributes phone messages.
• Provides complex and confidential secretarial support to a Director, Administrator, and/or other senior management/departmental personnel.
• May supervise, train, and evaluate the performance of assigned personnel; monitors and ensures staff compliance with departmental policies, procedures, and applicable regulatory requirements.
• Hours: Monday through Friday, 8:00 am to 5:00 pm.
• Arrange time and location of board and staff meetings; and coordinate and provide staff support services.
• Prepares, processes, scans, files, and/or distributes correspondence, notices, agendas, meeting minutes, legal documents, or other types of documentation; drafts correspondence as required.
• Updates and maintains calendars for area of assignment; coordinates and schedules meetings, appointments, and/or other functions; organizes travel arrangements.
• Processes accounts payable, accounts receivable, and/or departmental payroll; assists in the preparation of departmental budgets; coordinates the billing and collection of lease payments.
• Coordinates the ordering of office and/or other departmental equipment and supplies; monitors and maintains supply inventories; obtains vendor quotes and bids as assigned.
• Performs administrative duties related to the TIRZ Board, including preparing and posting agendas, preparing minutes for the meetings, scheduling and setting up for board meetings, preparing materials for board meetings, including documents and presentations, communicating with board members, and other similar duties to ensure proper functioning of the board and its meetings.
• Assist in the scheduling of Development Review Committee meetings with new and existing prospects; schedule the proper contacts within the departments to attend the meeting.
• Manages the TIRZ budget, including preparing payment requests for incentive projects and other TIRZ expenditures, ensuring project compliance with TIRZ rules, verification of completed projects, and general accounting and budgeting activities for the TIRZ program.
• Compiles and analyzes data; prepares, provides, and/or submits various types of reports as required by City departments, outside agencies, and the general public.
• Coordinates the TIRZ incentive program, including accepting and reviewing completed applications assistance potential applications with questions about the process; assisting in the review and recommendation of projects to the Board; creating and maintaining project agreements and related files, and coordinating with applicants throughout the process.

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. Associate's 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;
• Typing test required.
• Appointment/Commission as a Notary Public may be required depending on area of assignment.

Required Knowledge Of

• Records management principles and standards.
• General office equipment and standard computer software applications.
• Basic accounting and bookkeeping principles.
• Principles and practices of office administration.
• Regulations governing departmental operations.
• Basic supervisory principles, practices, and methods.
• Customer service standards and protocol.

Required Skill In

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

Physical Demands / Work Environment

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

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