Administrative Coordinator

The City of McMinnville is looking for an energetic, self-starter with great organizational and communication skills. High proficiency in Microsoft 365 and managing social media platforms is a must for this position. The position is a full-time Administrative Coordinator reporting to the City Administrator. This position will support both the City Administrator and the City Recorder roles. Responsibilities are providing meeting management, management of open records requests, Title VI compliance and social media and public communication. The attached job description details the responsibilities of this role.

The City of McMinnville offers great benefits and time off. The City pays over 75% of employees' medical premium plus offers a wellness and tobacco free discount on the monthly premium up to $150. Life Insurance for the employee and family and long-term disability for the employee is covered at no charge to the employee. Vision / Dental and short-term disability is available.

The City also offers an ample amount of paid time off. Annual time is accrued 48 hours year one, increasing to 96 hours in year two, plus 48 hours of personal time. Sick time is accrued monthly beginning day one.

The City also offers a retirement plan through TCRS with a defined benefit and a 401k.

Qualifications

• AS degree in Public Administration, Business, Communications or other related fieldOR
• HS degree plus two (2) years experience in administrative work
• Must be proficient in Microsoft 365; Excel, Word, Outlook, PowerPoint, etc. 

COMMUNICATIONS

• Creation of communication for internal and external distribution
• Manages City social media and routine public communications
• Develops and keeps a variety of records of departmental activities
• Performs follow up on a variety of items as required for efficient and effective operations
• Reads incoming mail and routes to the proper officials or composes non-routing reply independently
• Coordinates preparation and publication of agendas, packets, and supporting materials for the Board of Mayor and Aldermen and committees
• Manages and supports the City's meeting management system, including Open Meeting
• Ensures compliance with public notice requirements, agenda deadlines, and document posting standards
• Coordinates agenda workflow between departments, the City Administrator, and City Recorder
• Assists with preparation, formatting, and coordination of ordinances and resolutions for administrative and legal review
• Supports meeting logistics, recording, and archiving
• Reviews correspondence, memoranda, and reports prepared by others for the Administrator's signature to assure procedural and typographic accuracy

PUBLIC RECORDS & COMPLIANCE

• Coordinates and manages the City's open records request process, including intake, tracking, routing, and response coordination
• Works with departments to ensure timely and accurate responses to public records requests
• Maintains documentation and records related to open records compliance
• Supports Title VI compliance efforts, including documentation, tracking, and coordination of reporting requirements
• Assists in maintaining policies and procedures related to public access and nondiscrimination compliance
• Ability to exercise extreme confidentiality

EXECUTIVE SUPPORT

• Provides administrative and coordination support to the City Administrator and City Recorder
• Assists with preparation of Board materials, reports, and presentations
• Tracks and follows up on key initiatives and action items
• Coordinates internal communication across departments

Salary : $150