OFFICE COORDINATOR

BRIEF DESCRIPTION OF THE JOB:  

Serves as the primary administrative coordinator for the Development Services Department, providing administrative and operational support for Planning, Permitting, Code Enforcement, and related functions. Coordinates customer assistance and service delivery, workflow coordination and application tracking, board and commission administration, records management, reporting, public meetings, and interdepartmental communication. Supports departmental initiatives, performance metrics, and continuous process improvement efforts to ensure efficient operations and service delivery.

ORGANIZATIONAL RELATIONSHIPS:

•  Reports to the Development Services Director
• This is a non-supervisory position
• Works closely with Planning, Permits, and Code Enforcement, and other City departments

ESSENTIAL DUTIES: This is a description of the way this job is currently performed; there is potential for accommodation. 

• Serves as the primary point of contact for the Development Services Department, receiving and responding to inquiries from residents, applicants, contractors, consultants, developers, and other agencies; provides information regarding departmental processes, requirements, and procedures, and routes inquiries as appropriate.
• Coordinates administrative and operational support activities for Planning, Permitting, Code Enforcement, and related departmental functions. 
• Serves as a liaison between department divisions, City departments, external agencies, applicants, contractors, consultants, and the public to facilitate communication and coordination of development-related activities.
• May assist with the intake, processing, tracking, and maintenance of permits, development applications, zoning requests, plats, code enforcement cases, and other departmental records.
• Monitors and maintains application, permit, project, and case status information within departmental software systems and databases. 
• May coordinate the routing and tracking of development applications, permits, and projects through departmental review and approval processes.
• Assists with Development Review Committee (DRC) coordination and other interdepartmental review processes by scheduling meetings, distributing materials, tracking comments, and maintaining records. 
• Coordinates administrative support for the Planning and Zoning Commission, Zoning Board of Adjustment, advisory committees, and other assigned boards or commissions.
• Prepares meeting agendas, packets, public notices, correspondence, and supporting documentation in accordance with City procedures and applicable legal requirements.
• Attends meetings as assigned; records proceedings, prepares meeting minutes, maintains official records, and distributes follow-up actions as needed.
• Coordinates meeting logistics including scheduling, facilities, presentation materials, public notifications, and document distribution.
• Drafts and prepares correspondence, reports, memoranda, forms, presentations, notices, and other departmental documents.
• Maintains and organizes official departmental records, files, databases, forms, templates, and document management systems in accordance with records retention requirements. 
• Assists with the preparation, compilation, and maintenance of departmental performance metrics, reports, dashboards, and operational data.
• Assists with maintaining and updating departmental standard operating procedures, forms, checklists, templates, and workflow documentation.
• Processes purchase orders, invoices, payment requests, budget-related documentation, and other administrative transactions in accordance with City policies.
• Assists with departmental budget tracking, procurement activities, contract administration support, and consultant documentation. 
• Coordinates departmental calendars, training opportunities, travel arrangements, meetings, and special events.
• Maintains office supplies, equipment, and operational resources necessary to support departmental functions.
• Assists with onboarding activities, document preparation, and administrative support related to staffing and departmental operations. 
• Identifies workflow inefficiencies and assists with implementation of process improvements, software solutions, and operational initiatives designed to improve service delivery and customer experience. 
• Supports public information requests and assists with maintaining transparency and accessibility of departmental information. 
• Performs other related duties as assigned. 

KNOWLEDGE AND ABILITIES:

• Knowledge of modern office practices, administrative procedures, records management, customer service principles, and business communications.
• Knowledge of municipal government operations, permitting, planning, code enforcement, development review processes, or related functions.
• Knowledge of budgeting, procurement, purchasing, and document management practices.
• Ability to communicate effectively, both orally and in writing, and establish and maintain positive working relationships with City officials, employees, contractors, consultants, developers, outside agencies, and the general public.
• Ability to coordinate multiple assignments, projects, meetings, and deadlines while exercising sound judgment, maintaining confidentiality, and demonstrating strong organizational and time management skills.
• Ability to organize and maintain records, prepare business documents and reports, and support departmental workflow and operational coordination.
• Ability to interpret and apply policies, procedures, regulations, and departmental standards.
• Ability to identify issues, recommend solutions, assist with process improvements and departmental initiatives, and take a proactive approach to tasks. 
• Proficiency in Microsoft Office Suite and the ability to learn and utilize permitting, records management, GIS, and other software applications used by the Department.
• Ability to handle customer complaints tactfully.
• Ability to perform mathematical calculations.
• Demonstrates flexibility and adaptability to changing priorities.
• Possess a high degree of accuracy and attention to detail.

ACCEPTABLE EXPERIENCE AND TRAINING:

• High School diploma or equivalent is required. 
• An associate's degree in Business Administration, Public Administration, Planning, Communications, or a related field is preferred.
• Three (3) years of increasingly responsible administrative, operational, customer service, permitting, planning, development services, municipal government, or related experience is preferred.
• Experience coordinating projects, records management, board or commission administration, permitting processes, public-facing customer service, or interdepartmental operations preferred.
• Experience utilizing permitting software, records management systems, agenda management systems, GIS applications, or similar software platforms preferred.
• Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

CERTIFICATES/LICENSES REQUIRED:

• Valid Texas Driver's License

Salary : $26 - $33