Administrative Coordinator

JOB

Provide administrative support to the Streets and Storm water Departments and assist management and office staff.

EXAMPLE OF DUTIES

Establishes departmental standards for administrative functions and implements improvements to systems and procedures. Maintains administrative workflow by studying processes, implementing cost reductions, and developing reporting procedures. Plans, organizes, assigns, and supervises activities of office and administrative support staff. Resolves administrative problems by analyzing information and identifying and communicating solutions. Guides employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines, and communicating developments to management. Prepares the annual budget for the Street and Stormwater Department Manager. Manages expenditures of Street and Stormwater Department funds in accordance with budget appropriations as approved by the City Council. Performs financial forecasting, reporting, and operational metrics tracking; analyzes financial data; analyzes past results; performs variance analysis; identifies trends; and makes recommendations for improvements. Pays vendors, maintains departments and office supply budgets, and oversees other expenses necessary to the day-to-day administrative operations. Inventories and orders office supplies, ensuring they are organized and secure.Creates and revises systems and procedures by analyzing operating practices, analyzing the utilization of computer systems and software, and implementing changes. Prepares department reports, planning documents, applications, media releases, web content, and presentations. Serves as department web content manager, responsible for drafting and posting program and project content to the City's website. Researches and prepares various correspondence, presentations to internal and external audiences, brochures, handouts, and educational materials. Responds to a variety of inquiries, complaints, correspondence, and messages from the public, other agencies, City staff, and elected officials. Creates Council Communications.Maintains rapport with customers, managers, and employees. Answers technical questions and provides information to the public, employees, vendors, and internal departments. Direct administrative productivity in accordance with management directives. Accomplishes department and organization mission by completing related tasks and projects as needed. Completes administrative projects by identifying and implementing new technology and resources, redesigning systems, and recommending re-deployment of designated resources. Maintains continuity of work operations by documenting and communicating needed actions to management, discovering irregularities, and determining continuing needs. Coordinates with the Organizational Development Department for hiring, payroll, and personnel activities. Oversees employee selection, initial orientation, and payroll processes for multiple departments. Maintains confidential personnel files. Through assigned staff, maintains and processes payroll records and performance evaluation to guide the development of employees, and provides a record of performance, maintains organizational charts, job descriptions, and procedure documentation. Serves as Records Management Officer; updates, maintains, purges, and archives files, records, and other documents in compliance with the City's records retention schedule. Maintains confidential records for the Departments and determines the appropriate release of records and information. This may include the Department's personnel records and information specific to the Department. Prepares agendas and takes notes at meetings and archives proceedings. Inputs, manages, and utilizes inspection and other data and communications using the City Works database and Geographic Information System (GIS). Accurately maintains data in the work order management system to track various records related to employees, work assignments, and projects. Uses computer software City Works and Microsoft Office Suite to track work requests, work assignments, and work projects; makes suggestions regarding related software upgrades/purchases. OTHER JOB FUNCTIONS: Assist the Department Manager with special projects, such as process improvements and budget development. Delegate tasks and ensure that they are completed in accordance with existing policies and procedures. Remains competent and current through self-directed professional reading, attending professional development courses, and attending training and/or courses as directed. Performs other duties and functions as assigned, required, or directed, or which are necessary, readily apparent, or related to other duties and responsibilities. KNOWLEDGE, SKILLS, AND ABILITIES: Planning, organizing, problem-solving, and decision-making, including flexibility and adaptability. Project research analysis, planning, coordination, and implementation skillsProven work experience as an Administrative Coordinator, Administrator, or similar role. Hands-on experience with Microsoft Suite, Database management, and web applications. Proficiency with office technology and equipment, including fax machines, printers, and copiersKnowledge of construction principles, practices, and terminology.Attention to detail and organization skills. Meticulous approach to administrative tasks and an innovation mindsetStrong understanding of working with budgets and basic financial conceptsProcess management skills are crucial to success in this position. Establish and maintain effective working relationships with City employees and officials, representatives of outside agencies, and the general public. Communicate effectively through both verbal and written means, including conveying and following instructions and providing information to the public.Knowledge and adherence to all applicable State and Federal laws, local ordinances, City and Departmental policies, procedures, rules, and regulations. Knowledge and adherence to the Texas Motor Vehicle Code and other codes, laws, and statutes relating to the given position.Endeavors to continuously improve the services provided to the citizens of Tyler. Physical characteristics: The job requires a candidate to walk, sit, and stand up to 8 hours daily and lift and carry up to 20 lbs. Work is conducted primarily in an office setting but may include regular visits to job sites. Environmental factors: This is an essential department; all staff will be called to SERVE during storms, catastrophes, emergencies, or as otherwise needed. Job site visits can expose workers to hazards such as adverse weather conditions, noise, dust, fumes, heavy equipment, and slip, trip, and fall hazards.

SUPPLEMENTAL INFORMATION

It is the policy of the City to recruit, employ and to provide compensation, promotion, and other conditions of employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or status as a Vietnam era or special disabled veteran, recently separated veteran, and other protected veteran. The City affirms that employment decisions shall be made only on the basis of a person's ability to perform the essential functions of the job. This position does require presence in the office to perform the essential functions of the job. The City shall continually review its employment practices and personnel procedures and take positive steps to assure that equality of employment opportunity in the City of Tyler, Texas is a fact as well as an ideal. The City of Tyler will accept two years of relevant experience in place of each year of college required in the job description. Four years of relevant experience will be considered in place of an Associate's Degree, and eight years of relevant experience will be considered in place of a Bachelor's Degree. Any experience required in the Minimum qualifications is in addition to years of experience substituted for a degree. The City of Tyler supports a policy of a drug and alcohol free workplace. All candidates are subject to pre-employment testing, which may include, but is not limited to, Drug and Alcohol Screenings, Work Fitness Evaluation, Criminal Background Check, and Consumer Report/Credit Check. No person under eighteen (18) years of age will be employed in any regular full-time position.Persons under eighteen (18) years of age may be employed in temporary or regular part-time positions, if they furnish the City with a minor's release (Form 2-2) and are approved by the City Manager.No person under eighteen (18) years of age will be employed in any position requiring the operation of a City motorized vehicle. This posting is subject to be removed at the discretion of the department providing the position.