Administrative Coordinator - Finance

Texarkana College; Texarkana (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

Texarkana College is seeking an Administrative Coordinator for its Finance department. The role involves a variety of tasks including managing purchase orders, coordinating budget meetings, and ensuring accurate financial recordkeeping. Candidates should have a high school diploma and at least three years of administrative experience, showcasing strong organizational and communication skills. This is a full-time position in a rewarding educational environment.

Benefits

Paid vacation

Paid sick leave

Health, dental, and vision insurance

Retirement benefits through TMRS

Qualifications

• Graduation from high school or GED equivalent.
• Three years relevant administrative support experience.

Responsibilities

• Originate purchase orders for the finance department.
• Coordinate budget meetings, including materials and setup.
• Serve as collection clerk for revenue payments.

Skills

Organization

Communication

Attention to Detail

Data Entry

Education

High School Diploma or GED

Job description

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GENERAL PURPOSE

Responsible for origination of purchase orders for the finance department; cash receipts; postage machine; file organization; coordinates budget meetings including room setup and catering; sorting mail; departmental supply orders; updating finance webpage; collecting and organizing credit card expense reports; coordinating check pick up for accounts payable; and various written correspondence.

GENERAL PURPOSE

Responsible for origination of purchase orders for the finance department; cash receipts; postage machine; file organization; coordinates budget meetings including room setup and catering; sorting mail; departmental supply orders; updating finance webpage; collecting and organizing credit card expense reports; coordinating check pick up for accounts payable; and various written correspondence.

SUPERVISION RECEIVED

Works under the specific supervision of the Assistant Chief Financial Officer.

SUPERVISION EXERCISED

None

SAFETY SENSITIVE DESIGNATION

This position is not designed as a safety sensitive position and is not subject to random drug screening.

Essential Duties And Responsibilities

Presence in the workplace on a regular basis is required to accomplish the essential functions; regular attendance MUST be maintained.

Serves as City-wide collection clerk for all revenue payments made by cash, check, money order, or credit/debit card. Responsible for accurate and timely posting of funds received to the proper Accounts Receivable customer accounts or revenue codes and preparation of all required reports related to the receipt of payments. Also prepares deposits to various bank accounts and scans cash receipts.

Responsible for daily tasks as needed for the efficient operation of the Finance department including but not limited to: ordering supplies for the Finance department, transporting of the City’s deposit to the bank, maintaining and purchasing postage and supplies for the postage machine.

Responsible for the origination of finance department purchase orders.

Responsible for uploading documents to the finance department webpage.

File organization and records destruction schedule.

Coordinates budget meetings, including preparing budget packets, room setup, and catering.

Coordinates accounts payable check pick up and overnight of checks when needed.

Responsible for collection and organization of the City’s credit card expense reports.

Backup for accounts payable function. Processes invoices for payment and scans them into the finance software along with check copies or ACH payment backup. Distribute checks to the proper vendor.

Backup for administration of the City’s credit card and travel card programs. Including but not limited to, approving new card holders, issuing cards, raising and lowering card limits.

Backup for the purchasing administrator to resolve issues with City cell phones, tablets, and MiFi devices.

Maintains departmental change drawer.

Various written correspondence as requested.

Other duties as assigned.

Peripheral Duties

Composes, types, and edits a variety of correspondence, reports, memorandums, and other materials requiring judgment as to context, accuracy and completeness.

Desired Minimum Qualifications

Education and Experience:

• Graduation from high school or GED equivalent.
• At least three years of relevant work experience in the administrative support field is required.
  
  

Necessary Knowledge, Skills, And Abilities

• Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures.
• Skill in the operation of listed tools and equipment.
• Ability to perform mathematical computations accurately and quickly, ability to communicate effectively verbally and in writing; ability to establish successful working relationships with peers, supervisors, and the general public; ability to work under pressure and/or frequent interruptions.
• Ability to work under pressure and/or frequent interruptions.
  
  

TOOLS AND EQUIPMENT USED

Personal computer and printer, word processing, and spreadsheet software, calculator, typewriter, phone, fax, scanner, copy machine, and credit/debit card machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands to handle, feel, or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

The employee is occasionally required to lift and/or move up to twenty-five (25) pounds. The employee is occasionally required to walk, sit, talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those encountered by an employee while performing the essential functions of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

The City of Texarkana, Texas provides three weeks of paid vacation and three weeks of paid sick leave per year as well as 13 paid holidays per year.

Retirement benefits are through the Texas Municipal Retirement System with the City contributing at a rate of 2 to 1 and the employee contributing 7% each paycheck to TMRS. Employees are vested after five years and may retire after either twenty years of service at any age or at age 60 as long as they are vested.

Retirement benefits for the Fire Department are paid through the Firemen's Relief and Pension Fund and employees are eligible to retire after twenty years of employment.

A voluntary 457 deferred compensation program through MissionSquare is also offered to all City employees.

The City of Texarkana, Texas provides health, dental, and vision insurance to its employees at a minimal cost. Life insurance equal to one times your annual salary is offered at no cost to the employee with supplemental life and dependent life insurance also available but is paid by the employee. Insurance becomes effective the first of the month following thirty days of employment.

01

If you have experienced any gaps in employment, explain why in detail. If no gaps exist, answer "N/A:.

02

Do you have three (3) years of clerical, secretarial or administrative support related experience?

• Yes
• No
  
  

03

Do you have any prior experience with processing invoices for payment and working with finance software?

• Yes
• No
  
  

04

Describe your previous work related experience where you were responsible for financial transactions? (Ex: cashier duties, handling petty cash, purchasing supplies, etc.)

05

How would you rate your level of proficiency and experience with the use of Microsoft Office products including Word, Excel, PowerPoint and Outlook?

• Low
• Beginner
• Advanced
• Expert
  
  

06

Do you have the ability to communicate effectively orally and in writing with other governmental agencies and the general public?

• Yes
• No
  
  

07

Give an example of a time you had to go above and beyond the call of duty in order to get a job done.

08

Describe a major change that occurred in a job that you have held. How did you adapt to this change?

09

Have you been convicted of or plead guilty to a felony in the last seven (7) years?

• Yes
• No
  
  

10

If your answer is "Yes", provide the date(s), court or jurisdiction, and court's determination and explain in detail.

11

COMMENTS: If your "Yes" or "No" answer needs more clarification, please provide that information here and note the number of the question you are referencing.

• Required Question

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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