Administrative Coordinator, G108, Business Office

Webb County, TX; Laredo (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Webb County coordinates daily administrative operations within the assigned department, performing clerical tasks and supporting procurement and invoicing processes. Responsibilities include maintaining invoices, reconciling vendor statements, coordinating meetings, organizing filing systems, and assisting with travel arrangements and events.

A high school diploma or GED and at least one year of clerical or customer service experience are required; overtime, evenings, and local travel may be

Qualifications

• High School Graduation or GED equivalent.
• One year of clerical, customer service, or related experience, or an equivalent combination of education, training, and experience.

Responsibilities

• Maintain an accurate inventory and organized record of invoices from vendors and ensure invoices are properly documented and tracked.
• Review and reconcile vendor statements against accounts payable records and invoices to ensure accuracy, identify discrepancies, and resolve outstanding balances in a timely manner.
• Communicates with vendors to address inquiries and ensure timely resolution of outstanding issues.
• Coordinates and schedules meetings, appointments, and departmental activities.
• Organizes and maintains physical and electronic filing systems to ensure documents are current and easily retrievable.
• Processes departmental requisitions and payment requests in accordance with established procedures.
• Provides assistance with travel arrangements and coordinates logistics for conferences and events, including venue bookings.
• Posts receipts of goods ordered for departmental use to maintain accurate inventory and procurement records.
• Oversees inventory management of office equipment and supplies, ensuring adequate stock levels are maintained.
• Performs additional administrative and operational duties as assigned.

Education

High School Graduation or GED equivalent

Job description

The purpose of this position is to coordinate the daily administrative operations of the assigned department. Work will vary depending on the assigned department.

This job works under close to general supervision according to set procedures but determines how or when to complete tasks.

• Maintain an accurate inventory and organized record of invoices received from vendors, ensuring invoices are properly documented and tracked.
• Review and reconcile vendor statements against accounts payable records and invoices to ensure accuracy, identify discrepancies, and resolve outstanding balances in a timely manner.
• Communicates with vendors to address inquiries and ensure timely resolution of outstanding issues.
• Coordinates and schedules meetings, appointments, and departmental activities.
• Organizes and maintains physical and electronic filing systems to ensure documents are current and easily retrievable.
• Processes departmental requisitions and payment requests in accordance with established procedures.
• Provides assistance with travel arrangements and coordinates logistics for conferences and events, including venue bookings.
• Posts receipts of goods ordered for departmental use to maintain accurate inventory and procurement records.
• Oversees inventory management of office equipment and supplies, ensuring adequate stock levels are maintained.
• Performs additional administrative and operational duties as assigned.

• High School Graduation or GED equivalent.
• One year of clerical, customer service, or related experience, or an equivalent combination of education, training, and experience.

Physical Demands/Work Environment

Occasionally

• Adjusting or moving objects up to 5 pounds in all directions.

Constantly

• Remaining in a stationary position, often standing or sitting for prolonged periods.
• Communicating with others to exchange information.
• Repeating motions that may include the use of wrists, hands, and/or fingers.
• Assessing the accuracy, neatness, and thoroughness of the work assigned.
• Sedentary work that primarily involves sitting and/or standing.

Other Requirements/Information

• Must possess a valid and current Texas Driver's License or a Texas Identification Card. *If the applicant holds an out-of-state Driver's License or Identification Card, a State of Texas Driver's License or Texas Identification Card must be obtained prior to employment.
• The Webb County Drug and Alcohol Policy applies to this position. Pre-employment drug and alcohol testing, a Motor Vehicle Record (MVR) check, and a criminal background check are required.
• If applicable, this position may be covered by the Civil Service Rules and Regulations and, therefore, may be subject to those rules and regulations in addition to all other Webb County policies.
• Webb County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodation to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.
• If applicable, may be required to work nights, weekends, holidays, and emergencies (man-made or natural) to meet the business needs of the County.
• For positions funded in whole or in part through a grant award, employment is contingent upon the continued availability of grant funds and compliance with the terms, conditions, and limitations of the applicable grant agreement. Compensation, benefits, and leave accruals, including vacation, sick leave, and other paid leave, may be subject to grant-specific requirements, to the extent permitted by applicable law and County policy.
  The reduction, expiration, or termination of grant funding may result in the modification or elimination of a grant-funded position.
• This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.