Municipal Administrative Coordinator

Gfoat; Town of Texas (WI); Hybrid; USD 42,000 - 64,000; Full time

Job summary

The City of Hamilton is seeking a highly organized Municipal Administrative Coordinator to provide administrative, financial, and operational support across City functions, including Municipal Court, accounts payable, airport administration, records management, and general City administration.

The successful candidate will manage multiple priorities with sound judgment, maintain confidential records, process invoices, assist with agendas and minutes, and communicate professionally with

Qualifications

• High school diploma or equivalent.
• Two years of progressively responsible administrative, financial, court, records-management, or customer-service experience.
• Proficiency in Microsoft Office and the ability to learn municipal software.
• Ability to accurately process financial transactions and maintain detailed records.
• Ability to work independently, prioritize competing assignments, meet deadlines, and maintain confidentiality.

Responsibilities

• Provides administrative and operational support to the City Manager and other City departments.
• Prepares correspondence, reports, and meeting materials.
• Assists with Municipal Court operations and related filings.
• Processes invoices and maintains vendor records in accordance with policies.
• Maintains records, supports airport administration, and assists with special projects.
• Supports city clerk functions, agendas, minutes, and elections as assigned.
• Receives inquiries and maintains confidentiality of sensitive records.

Skills

Administrative skills

Customer-service

Microsoft Office

Attention to detail

Verbal and written communication

Education

High school diploma or equivalent

Associate degree or higher (preferred)

Tools

Microsoft Office

Job description

The City of Hamilton is seeking a highly organized, versatile, and service-oriented professional to serve as its Municipal Administrative Coordinator. This position provides administrative, financial, and operational support across multiple City functions, including Municipal Court, accounts payable, airport administration, records management, and general City administration.

The successful candidate will demonstrate sound judgment, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced municipal environment. This position requires frequent interaction with residents, employees, elected officials, vendors, and community partners.

Essential Duties and Responsibilities:

• - Provides comprehensive administrative and operational support to the City Manager and other City departments.
• - Prepares correspondence, reports, spreadsheets, forms, meeting materials, and other official documents.
• - Assists with Municipal Court operations under the direction of the Municipal Court Judge, including processing citations, payments, correspondence, case documentation, dockets, warrants, and required reports.
• - Communicates professionally with defendants, attorneys, law-enforcement personnel, vendors, residents, and members of the public.
• - Receives, reviews, codes, and processes invoices for payment in accordance with City purchasing policies and internal-control procedures.
• - Verifies departmental approvals, purchase orders, supporting documentation, and vendor information before processing payments.
• - Maintains vendor records, reconciles vendor statements, responds to payment inquiries, and assists with audit preparation and financial record retention.
• - Provides administrative support for the City's municipal airport, including maintaining tenant, hangar, lease, billing, project, grant, and operational records.
• - Assists with communications involving airport tenants, pilots, vendors, contractors, regulatory agencies, and City departments.
• - Supports records management, public information requests, required postings, meeting preparation, and special projects.
• - Assists the City Secretary with agendas, minutes, ordinances, resolutions, elections, official records, and other municipal clerk functions as assigned.
• - Provides backup administrative coverage for the City Secretary's Office when needed.
• - Receives payments, answers telephone calls, greets visitors, and directs inquiries to the appropriate department.
• - Maintains the confidentiality, security, and integrity of court, financial, personnel, and municipal records.
• - Attends court sessions, City Council meetings, training, or other meetings outside regular business hours when required.
• - Performs other related duties and special assignments as directed by the City Manager.

Minimum Qualifications:

• - High school diploma or equivalent.
• - Two years of progressively responsible administrative, financial, court, records-management, or customer-service experience.
• - Strong written, verbal, organizational, analytical, and customer-service skills.
• - Proficiency in Microsoft Office and the ability to learn municipal financial, court, and records-management software.
• - Ability to accurately process financial transactions and maintain detailed records.
• - Ability to work independently, prioritize competing assignments, meet deadlines, and maintain confidentiality.
• - Valid Texas driver's license with an acceptable driving record.

Preferred Qualifications:

• - Associate degree or higher in business administration, public administration, accounting, finance, or a related field.
• - Experience working in municipal government, Municipal Court, accounts payable, airport administration, or a related public-sector environment.
• - Texas Municipal Court Clerk certification or the ability to obtain required certification within an established timeframe.
• - Experience with municipal financial, court, agenda-management, or records-management software.