Operations Coordinator

The County of Galveston; United States; On-site; USD 41,000 - 50,000; Full time

Job summary

The County of Galveston is seeking an experienced administrative professional to support budgeting, purchasing, payroll, and reporting within the Professional Services department. This role handles complex documents, maintains inventory, processes invoices, and answers inquiries from internal and external customers.

Two years of administrative office management experience and strong written and oral communication skills are required.

Qualifications

• Requires two years of experience in administrative office management.
• Excellent oral and written communication skills.
• Experience with budgeting and purchasing processes is a plus.

Responsibilities

• Assists department management with budget activities and reviews monthly financial reports.
• Prepares complex department documents, records, reports, and forms requiring policy knowledge.
• Initiates reports and documents based on operations, deadlines, and reporting requirements.
• Researches, consolidates, and tabulates information for requested reports and materials.
• Maintains inventories; processes purchasing documents and vendor invoices for payment.
• Serves as liaison between management and staff; answers questions about activities and services.
• Processes invoices for payment and maintains purchasing records and related documents.
• Maintains expenditure records and reconciles accounts.
• Maintains department calendars; schedules meetings and travel; distributes agendas.
• Enters information into department databases; creates files and purges old data.
• Researches information from databases and incorporates into reports and summaries.
• Maintains vendor lists, code books, SOPs, and mailing lists.
• Performs payroll duties; monitors timesheets and pension codes; ensures correct entries.
• Receives shipments, verifies items, and maintains computer equipment inventory.
• Processes IT equipment/software requests for all County departments.
• Answers department phones and distributes documents and information as needed.

Skills

Budget management

Oral and written communication

Data entry

Job description

Thank you for your interest in a career with County of Galveston. General Description The purpose of this class is to assist external and internal customers by responding to their requests as they relate to the function of the assigned department.

Duties and Responsibilities

Assists department management with budget-related activities; reviews monthly financial reports; provides information on past budgets and expenditures for use in developing budget proposals; and retrieves and reports information on expenditures and current fund balances.

Prepares varied and complex department documents, records, reports, and forms requiring knowledge of programs, policies, and procedures.

Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines.

Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.

Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards them for payment.

Serves as liaison between department management and section staff/employees; responds to questions regarding department activities and services; explains policies, procedures, and operations; and follows up to obtain additional information.

Processes invoices for payment and is responsible for departmental purchasing records and related documents.

Maintains records of expenditures and reconciles accounts.

Performs research on policy, rules, and regulations, and historical data.

Maintains calendar for department management; schedules meetings and appointments; makes necessary travel arrangements; prepares and distributes agendas; and obtains requested audio-visual equipment.

Enters information into department programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate.

Research information from databases and incorporate it into reports, summaries, and other assignments.

Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures, and mailing lists.

Performs payroll duties; monitors timesheets for accuracy; adjusts pension codes and corrects coding for employees; ensures entries are correct.

Receives incoming shipments and records items received; verifies accuracy of shipment.

Tags all computers owned by the County.

Maintains the county's computer equipment inventory systems.

Processes requests for computer equipment and software for all County departments; processes requests for IT department purchases.

Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages.

Receives, dates, and distributes incoming mail.

Prepares outgoing mail.

Prepares folders; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.

Performs related work as assigned.

Minimum Education and Experience Requirements

Any equivalent combination of education and experience that provides the requisite knowledge, skills, and abilities will be considered. Requires two years of experience in administrative office management and excellent oral and written communication skills or closely related experience.

Physical Demands/Work Environment

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken. The work is typically performed sitting at a desk or table or while intermittently sitting, standing, bending, crouching, or stooping. The employee occasionally lifts light and heavy objects. The work is typically performed in an office.

Emergency Preparedness Tier Level: 3

Special Certifications and Licenses None.

Department: Professional Services

Salary: $45,861.00

The County of Galveston is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, age, disability, gender identity or expression, genetic information, veteran status or any other characteristic protected by law.

Our mission is to be an Employer of Choice in Galveston County. The Galveston County Human Resources Department will operate at a level of excellence in every endeavor. We will provide outstanding customer service, practice best-practices both strategically and tactically in Human Resources processes and guidance, and perform our responsibilities with transparency, trust, integrity, efficiency and accountability.

The County of Galveston is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, age, disability, gender identity or expression, genetic information, veteran status or any other characteristic protected by law.