IT OFFICE COORDINATOR

McLennan County, Texas; Waco (TX); On-site; USD 42,000 - 58,000; Full time

Job summary

McLennan County is seeking an Office Coordinator to support the IT Department. You will route calls, assist the public, prepare communications, and liaise between the IT Director, vendors, boards, and county offices.

The role enforces policies, maintains records, and supports budgeting and reporting activities. The position requires strong communication, data entry, and organizational skills, with CJIS access as a potential prerequisite.

Qualifications

• Requires high school diploma or GED.
• CJIS certification must be obtainable.
• 3 years' experience in an office coordinator/administrative role.
• Strong communication and interpersonal skills with officials and public.
• Proficient in typing and data entry; able to use standard office equipment.

Responsibilities

• Maintain/payroll time sheets and ensure policy compliance.
• Monitor regulations and interpret policies for department operations.
• Maintain records and assist with contracts.
• Coordinate projects, research, and administrative tasks for managers.
• Prepare reports, budgets, and presentations; assist with bidding documents.

Skills

Communication skills

Typing

Time management

Confidentiality

Interpersonal skills

Organization

Supervision knowledge

Education

High school diploma or GED

Associate degree in Public Administration, Business Management, Communications, or related field

Tools

Microsoft Office

Excel

Outlook

Office equipment operation

Job description

Reporting to the IT Director, the Office Coordinator supports the Information Technology Department by performing a variety of responsible administrative support functions. This may include, but is not limited to: providing information and support services; routing phone calls; assisting the public; preparing and processing letters or memos; writing, assisting, researching and helping enforce policies and procedures; preparing agendas; scheduling meetings; and providing daily assistance to the IT Director. This position serves as liaison between the IT Director, IT Department, vendors, boards, commissions, community organizations/committees, county departments, and local elected official offices. The Office Coordinator directs office operations and procedures in order to ensure regulatory compliance, and organizational effectiveness and efficiency.

• Maintains/inputs payroll time sheets, ensures compliance with County policy
• Ensures compliance with all relevant regulations (e.g. CJIS, HIPAA, etc.) Researches, monitors and interprets current Federal, State and local policies, rules, codes or regulations for application to department operations
• Maintains records, documents, and assists in monitoring department contracts
• Supports and assists managers with project coordination, technical research, and administrative functions
• Maintains inventory of all operational supplies and equipment; keeps the office supplies and equipment organized and functional
• Maintains general files, equipment lists, and staff lists
• Develops, conducts, and/or acquires training regarding state and federal standards, laws, department policies, and procedures for all staff
• Certifies training hours; processes forms for employee training files; reviews and updates training files
• Assists with periodic/annual departmental budget analysis, research, development, and preparation
• Monitors the departmental budget; enters requisitions and purchase orders
• Assembles data and creates reports, spreadsheets, and presentations
• Conducts research, and may gather necessary bidding documents to be used by the IT Department
• Plans and sets-up meetings, conferences, etc. Coordinates travel arrangements
• Assists in the administration of the department by providing first-level contact as a liaison between County employees and IT staff, coordinating employee meetings, and assisting personnel with duties as needed
• Reviews departmental practices, equipment, systems, and procedures to ensure optimal operational efficiency
• Coordinates IT Department communications to ensure clear, concise, and consistent incoming and outgoing messaging
• Reviews and prepares correspondence and reports; coordinates Commissioners Court agenda items
• Prepares invoices, memos, letters, financial statements, and other documents; using word processing, spreadsheets, database, or presentation software. Delivers paperwork to various departments as necessary
• Organizes the department’s calendars and schedules; coordinates appointments, meetings, workshops, and presentations
• Opens, sorts, and responds to incoming correspondence, including post, facsimiles, and email
• Provides customer service by answering phone, taking messages, and assisting with complaints and requests for help/information; coordinates helpdesk communications
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Regular attendance and timeliness are required

LIMITATIONS AND DISCLAIMER:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

EDUCATION:

Required:

• High school diploma or GED

Preferred:

• Associate degree in Public Administration, Business Management, Communications, or related field

SKILLS ~ EXPERIENCE:

Required:

• 3 years' experience in an office coordinator, administrative, or similar position
• Must be able to obtain CJIS (Criminal Justice Information Service) certification.
• Must possess strong communication and interpersonal skills in dealing with County employees, Elected officials, and the general public in person, by telephone, and via other communication methods
• Must be able to type and perform data entry
• General skill in operating standard office equipment such as personal computers, photocopiers, fax machines, scanning equipment and multi-line telephones
• General knowledge of basic hardware and software and uses of a variety of different computer operating systems such as Microsoft Office, Excel, Outlook
• Keen attention to detail; careful and accurate documentation
• Possess a thorough understanding of the importance of confidentiality
• Ability to establish and maintain effective working relationships with county officials, federal, state and local government officials, associates and the general public
• Excellent organizational and time management skills, especially the ability to manage multiple concurrent tasks
• Knowledge of principles and practices of supervision, leadership, motivation, team building, organization, training, and conflict resolution

Preferred:

• 5 years' experience in an office coordinator, administrative, or similar position
• Experience in researching /analyzing data and providing reports
• Proficient knowledge of McLennan County regulations, policies, and procedures

DISCLAIMER:

McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.

This position requires TLETS access, other disqualifiers apply. Visit http://www.tdcj.texas.gov/divisions/hr/hr-home/tletseligibility.html for additional information.

All Employees

• Must be committed to achieving excellence in assigned duties, always in service of the county and community
• Must have ability to earn and keep the trust of fellow employees and the community at large
• Must be approachable and ready to help fellow employees and the general public

ENVIRONMENTAL FACTORS:

Works mostly indoors in a well-lighted, air-conditioned office. Maintains contact with McLennan County employees, vendors, elected officials, and the public. Makes occasional walking/driving trips to other locations.

PHYSICAL DEMAND REQUIREMENTS:

Standing, sitting (working at computer terminal), compiling reports, performing general office work, walking (to other offices), lifting (boxes or other items, less than 50 pounds), handling (confidential information including reports, checks, files, supplies, and mail), fine dexterity, (typing and writing), vision (reads mail/e-mail, files, proofreads reports, and computer work).

HOURS / SPECIAL CONDITIONS:

Monday - Friday from 8am to 5pm, minimal overtime when needed or required