Municipal Office & Board Operations Coordinator

City of Maypearl; Texas; On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical/Dental/Vision/ADD/Life

Paid Time Off

Paid Holidays

TMRS Retirement Plan

Job summary

Magnolia EDC/CDC seeks an EDC Office Coordinator to keep offices running smoothly and support board operations, budgeting, procurement, records, and public communications. You’ll manage meetings, minutes, and follow‑ups, handle vendor onboarding, invoices, and filings, and maintain records per retention schedules.

In this in‑office role, you’ll interact with residents and officials, support outreach materials, and assist with monthly financial packets.

Qualifications

• 3+ years of progressively responsible administrative/office management experience; municipal, nonprofit, or special‑purpose district experience preferred.
• Working knowledge of open meetings, information requests, and records retention requirements.
• Proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook), PDF tools, and shared‑drive organization.
• Experience with accounts payable/receivable workflows and purchase orders; familiarity with municipal finance software a plus.
• Strong writing, proofreading, and document formatting skills; meticulous attention to detail.
• Experience drafting and preparing legal documents related to municipal government.

Responsibilities

• Prepare agendas, packets, and public notices for meetings in compliance with relevant statutes.
• Coordinate meeting logistics, take minutes, track action items, and manage follow‑ups.
• Maintain rosters, calendars, training certificates, and conflicts disclosures.
• Support monthly close‑out by transmitting contracts, payables, and tracking deliverables.
• Serve as first point of contact; triage inquiries and track responses.
• Oversee vendor onboarding and service contracts (copiers, IT, landscaping, etc.).
• Process purchase orders, reconciliations, invoices, and check requests; coordinate with the bookkeeper.
• Obtain quotes, maintain W‑9s and vendor files, and assist with budget tracking.
• Log and coordinate Public Information Act requests and route for review.
• Maintain organized records per retention schedules; support project and communications needs.

Skills

Administrative leadership

Office management

Microsoft 365

Documentation & writing

Vendor coordination

Tools

Microsoft 365

PDF tools

Shared drives

Job description

Magnolia EDC/CDC seeks an EDC Office Coordinator to keep offices running smoothly and support board operations, budgeting, procurement, records, and public communications. You’ll manage meetings, minutes, and follow‑ups, handle vendor onboarding, invoices, and filings, and maintain records per retention schedules.

In this in‑office role, you’ll interact with residents and officials, support outreach materials, and assist with monthly financial packets.