911 District - 911 Program Coordinator

Abilene

Abilene (TX)

Hybrid

USD 52,000 - 72,000

Full time

3 days ago

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Job summary

The Abilene Emergency Communications District is seeking a Program Coordinator to support the Division Manager – 911 Administration. The role includes coordinating board packets, recording minutes, managing 911 addressing requests, and supporting procurement and grants.

Strong MS Office, SharePoint, and GIS tools experience is preferred. Candidates should demonstrate excellent communication, organization, and the ability to work with vendors and city staff.

Qualifications

High school diploma or GED required.
Associate degree preferred.
Strong computer skills including Office suite and GIS awareness.

Responsibilities

Prepare board packets and record minutes for board meetings.
Manage 911 addressing service requests and appointments.
Oversee procurement tasks and accounts payable within the district.
Assist with grant applications, reporting, and compliance.
Track and reconcile district revenues and service fee remittance.

Skills

MS Office

SharePoint

Teams

ESRI GIS

Communication

Customer service

Education

High school diploma or GED

Associate degree in information systems or related field

Job description

GENERAL DESCRIPTION

Under the direction of the Division Manager – 911 Administration, assist in all aspects of the Abilene / Taylor County Emergency Communications District (9-1-1 District). This includes, but is not limited to, constant communication with all 911 District program customers and vendors, daily payment requests, submitting requisitions for purchase orders and other day-to‑day administrative duties. Prepare board packets and record minutes for board meetings and assist with all district projects.

SUPERVISION EXERCISED

The 911 Program Coordinator position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

Board meeting preparation to include gathering information, organizing and assembling packets, and ensuring timely distribution to all intended contacts. Responsibilities also include preparing the meeting venue, managing presentations, recording the session, and capturing notes. Following the meeting, all board minutes will be recorded, finalized, and distributed in a timely manner.

Manage, respond to, and ensure high‑quality, timely handling of all 911 addressing service requests across walk‑ins, calls, emails, customer visits, and electronic submissions, including scheduling in‑person and remote appointments.

Oversee and maintain the accuracy, quality, tracking, and completion of all addressing activities and documentation within the 911 addressing ticketing system, ensuring proper intake, review, and follow‑through on all calls and voicemails.

General knowledge in Emergency Communications Center and 911 systems, including computer‑aided dispatch (CAD) systems. To include addressing, location tracking, emergency services selection, routing, and dispatching.

Research and review financial transactions for accuracy. Ensure corrections are implemented and maintain detailed, computerized records.

Assist with grant management and compliance, including applying for grants, application of terms, reporting, requests, and accurately recording transactions.

Assist with the 911 District’s procurement practice, to include initiating purchase requests, establishing purchase orders, tracking procurement activities, and accounts payable activities.

Review and coordinate with Finance staff on all district revenues from the state, update various spreadsheets with current monthly information, review service fee remittance reports submitted by the various service providers serving the District and submit remittance payments to cashiers for deposit, send updates and correction requests as necessary, manage all invoices and payments to, ensure communication lists of service providers and taxing agencies are updated for service fee notifications.

Proficiency in Microsoft Office Suite, SharePoint, and Teams. Working knowledge of ESRI products to review mapping tools and print required maps.

Operate a City vehicle occasionally to travel to various locations that may require further location details such as GPS coordinates.

OTHER JOB RELATED DUTIES

Perform other job related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Principles and processes for providing outstanding customer service. This includes customer needs assessment, meeting quality standards for service, and evaluating customer satisfaction.

Coordination and management of external vendors, including support and responsiveness provisions.

Applicable Federal, State, City, and Department laws, policies, processes, and procedures.

Skill to:

Complete tasks and input information with accuracy, attention to detail, and minimal errors.

Prioritize multiple tasks, projects and demands; track progress and react effectively to last minute changes.

Effectively manage time, stay focused, and work independently with minimal supervision.

Communicate clearly, correctly and concisely, both orally and in writing.

Safely operate assigned City motor vehicles.

Ability to:

Communicate effectively with the 911 District Board, vendors, emergency personnel, and technology staff in providing goods and services for 911 systems.

Actively listen by focusing on others, understanding their points, asking relevant questions, and avoiding inappropriate interruptions.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience and Training Guidelines:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Experience:

One (1) year of experience in 911 or emergency communications systems and/or IT support, IT technical; support and/or systems administration is required.

Three (3) years of experience in 911 system and/or IT support, IT technical; support and/or systems administration is preferred.

Three (3) years of progressive experience in geographic, cartographic, 9-1-1 or a related field is preferred.

Education/Training:

A high school diploma or GED is required.

An associate’s degree in information systems, Computer Science, or a related field is preferred.

License or Certificate:

A valid Texas driver’s license: the ability to obtain one within ninety (90) days of employment or a military waiver is required.

Special Requirements:

Essential duties require the following physical skills and work environment:

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

___ Sedentary – lifting of no more than 10 pounds

___ Light – lifting no more than 20 pounds; carrying up to 10 pounds

_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds

___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes:

The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often:

N = No

E = Extensive (100 – 70% of the time)

M = Moderate (60 – 30% of the time)

I = Infrequent (20 – 10% of the time)

A = Almost Never (<10% of the time)

Code / Task

_M_ Standing

_E_ Sitting

_M_ Walking

_I_ Lifting

_I_ Carrying