City of San Angelo Texas
  • Operations
  • San Angelo, TX, USA
  • 40,583-$50,729/YR/DOQ
  • Full Time

Position will be open until filled.

Selected applicants are required to perform a Basic Employee Skills Test (Multiple Choice Test. Topics include grammar, spelling, basic math, checking and reading comprehension). Not all applicants will be selected to test. The most qualified applicants will be contacted by email to advance to the testing stage.

GENERAL PURPOSE: Provides complex and confidential secretarial support to Director(s) and/or other assigned personnel; oversees administrative staff and coordinates administrative operations for area of assignment; prepares and processes various types of correspondence, reports, and other documentation; maintains departmental records and files; conducts a variety of general accounting functions; and performs other related duties as assigned.

PRIMARY DUTIES AND RESPONSIBILITIES: Under limited supervision, the Administrative Office Coordinator: Oversees and coordinates administrative staff for Department(s) and/or oversees clerical operations and activities for area of assignment. Provides complex and confidential secretarial support to a Director, Administrator, and/or other senior management/departmental personnel. Answers, screens, and directs incoming calls; documents and distributes phone messages. Greets and directs visitors to appropriate City departments and/or personnel. Provides information and assistance to the public; responds to inquiries regarding departmental operations, policies, programs, and/or services; receives public complaints. Updates and maintains calendars for area of assignment; coordinates and schedules meetings, appointments, and/or other functions; organizes travel arrangements. Prepares documents, rooms, equipment, etc. for meetings or events. Provides support during meetings and events including coordination, support, documentation, recordkeeping, and debriefs. Prepares, processes, scans, files, and/or distributes correspondence, notices, agendas, meeting minutes, legal documents, or other types of documentation; drafts correspondence as required. Compiles and analyzes data; prepares, provides, and/or submits various types of reports as required by City departments, outside agencies, and the general public. Performs data entry; updates and maintains departmental records, personnel files, forms, procedure manuals, filing systems, and/or databases; processes public information requests. Processes accounts payable, accounts receivable, and/or departmental payroll; assists in the preparation of departmental budgets; coordinates the billing and collection of lease payments. Receives and processes tenant payments, facility charges, and/or other miscellaneous funds. Coordinates the ordering of office and/or other departmental equipment and supplies; monitors and maintains supply inventories; obtains vendor quotes and bids as assigned. Schedules and coordinates the maintenance and repair of departmental facilities and equipment; receives maintenance requests; prepares related work orders. Collects, sorts, opens, and distributes departmental mail and packages. May supervise, train, and evaluate the performance of assigned personnel; monitors and ensures staff compliance with departmental policies, procedures, and applicable regulatory requirements. Performs other routine and/or specialized duties relative to area of assignment as required. Provides administrative support and coordination during emergency events. Hours: Monday through Friday, 8:00 am to 5:00 pm. Occasional evenings, weekends, and holidays may be required. Regular and timely attendance is required.

MINIMUM QUALIFICATIONS: Education and Experience: High School Diploma or equivalent; and three years' experience providing administrative support to senior management personnel; or an equivalent combination of education and experience. Associate's Degree in a related field is desirable. Required Licenses or Certifications: Must possess a valid driver license with a good driving record. Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure. Appointment/Commission as a Notary Public may be required depending on area of assignment. Required Knowledge of: Principles and practices of office administration. Regulations governing departmental operations. Records management principles and standards. Advanced accounting and bookkeeping principles. General and complex office equipment and computer software applications. Customer service standards and protocol. Supervisory principles, practices, and methods. Required Skill in: Providing complex and confidential administrative support at the senior management level. Writing, proofreading, and document creation. Coordinating clerical operations and activities for area of assignment. Preparing and processing various types of correspondence and other documentation. Updating and maintaining departmental records, filing systems, and databases. Conducting a variety of general accounting duties. Providing training and/or supervising the activities of assigned personnel. Establishing and maintaining cooperative working relationships with staff, City departments, outside agencies, contractors, vendors, and the general public. Physical Demands / Work Environment: Work is performed in a standard office environment. Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 15 pounds. Exposure to potentially hostile members of the public is involved.

Job postings may be withdrawn at any time at direction of the City Manager.

City of San Angelo Texas
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