Administrative Coordinator, G108, Fairgrounds

Webb County (TX); Town of Texas (WI); On-site; USD 42,000 - 62,000; Full time

Job summary

Webb County is seeking an administrative coordinator to oversee daily department operations under close supervision, following established procedures and deadlines, and ensuring efficient workflow.

The role includes processing personnel actions and payroll records, maintaining employee and department files, preparing reports and correspondence, managing calendars and meetings, handling customer service, and monitoring office supplies to support uninterrupted operations.

Qualifications

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

Responsibilities

• Coordinate daily administrative operations for the department.
• Assist in personnel management and payroll records.
• Maintain department files and records.
• Prepare regular and special reports.
• Provide customer service, answer phones, greet visitors, and schedule appointments.
• Schedule meetings and manage calendars.
• Monitor office supplies and initiate orders.
• Assist in department annual report and budget preparation.
• Compose letters, emails, and memoranda.
• Ensure compliance with county policies and procedures.

Skills

Customer service

Telephone handling

Record-keeping

Microsoft Office

Calendar management

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

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

This job works under close to general supervision, following set procedures, but determines how and when to complete tasks.

• Assists in the management of department personnel; processes personnel action forms; processes department payroll records; maintains employee files and records, including attendance records.
• Maintains the department operations manual.
• Implements recognition and training programs.
• Manages office operations to ensure compliance with county policies and procedures.
• Establishes and maintains department files and records.
• Recommends new or revised methods to simplify record-keeping systems, reporting procedures, and department operating practices to improve workflow.
• Prepares a variety of regular and special reports.
• Composes a variety of letters, emails, and memoranda.
• Assists in the preparation of the department annual report and annual budget requests; assists in the management of approved budgets; schedules expenditures, analyzes variances, and initiates corrective actions.
• Provides administrative support to include providing customer service, answering the telephone, greeting visitors, providing information, scheduling appointments, managing calendars, and coordinating meetings.
• Monitors inventory levels of office supplies and initiates orders as needed to ensure uninterrupted operations.
• Maintains inventory of office supplies; purchases supplies as needed.
• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.
• Performs related work 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

• Ascending or descending ladders, stairs, scaffolding, ramps, poles, etc.
• Moving oneself in different positions to accomplish tasks in various environments, including tight and confined spaces.
• Adjusting or moving objects up to 10 pounds in all directions.
• Driving a County vehicle or a personal vehicle for County business.
• Working in low temperatures.
• Working in high temperatures.
• Working in outdoor elements such as precipitation and wind.
• Working in noisy environments.
• Working in small and/or enclosed spaces.
• Working in adverse environmental conditions is expected.
• Light work that includes carrying objects up to 20 pounds.

Constantly

• Remaining in a stationary position, often standing or sitting for prolonged periods.
• Moving to accomplish tasks or moving from one worksite to another.
• 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 with an acceptable driving history. *If the applicant holds an out-of-state license, a State of Texas Driver’s License 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, the position may be required to work nights, weekends, holidays, and emergencies (man-made or natural) to meet the business needs of the County. 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.
• 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.