What are the responsibilities and job description for the Administrative Coordinator - Utilities position at City of Waxahachie?
Description
While this position is scheduled to close on 3/30/2026, it may close earlier if a sufficient number of qualified applications is received. Interested applicants are encouraged to apply as soon as possible for full consideration.
Under general direction, the Administrative Coordinator provides administrative and moderate-to-complex operational support requiring a high level of analytical skill for the Utilities Department and senior management. This position serves as a central point of coordination for financial processing, development services support, customer inquiries, and technology-driven workflows across all utility divisions. The Administrative Coordinator independently administers several assigned responsibilities, ensures excellent customer service, provides operational support on delegated tasks including special projects, and performs other duties as assigned.
Duties and Responsibilities
The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.
Knowledge of:
Education, Training, and Experience:
Physical And Mental Demands
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to handle, feel, or operate objects, tools, or controls; reach with hands and arms, and perform repetitive movements of hands or wrists. Specific vision abilities required for this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This position may require availability to work a flexible schedule during peak times.
The City of Waxahachie offers a completive benefits program, including health, dental, and a defined contribution pension plan for full-time employees.
Please visit the Benefit Summary at the link below for more details:
https://www.waxahachie.com/FY2026 Benefits Summary- Updated with Rates 820.pdf?t=202510171311170
01
Select the highest level of education that you have completed.
Please Select Any Programs You Have Experience With
How many years of administrative experience do you have? (Your application must reflect this)
Please Select Your Level Of Experience In Municipal Government
While this position is scheduled to close on 3/30/2026, it may close earlier if a sufficient number of qualified applications is received. Interested applicants are encouraged to apply as soon as possible for full consideration.
Under general direction, the Administrative Coordinator provides administrative and moderate-to-complex operational support requiring a high level of analytical skill for the Utilities Department and senior management. This position serves as a central point of coordination for financial processing, development services support, customer inquiries, and technology-driven workflows across all utility divisions. The Administrative Coordinator independently administers several assigned responsibilities, ensures excellent customer service, provides operational support on delegated tasks including special projects, and performs other duties as assigned.
Duties and Responsibilities
The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.
- Process vendor payments, invoices, check requests, and requisitions using the City’s financial system, ensuring all transactions are accurate, properly coded, and processed in a timely manner.
- Process invoices, create requisitions and purchase orders, and input budget numbers using the City’s financial system.
- Reconcile purchasing card (P-Card) transactions, maintain supporting documentation, and ensure compliance with City procurement policies.
- Serve as the primary administrator for departmental email channels, ensuring all incoming correspondence is triaged, tracked, and resolved or routed to the appropriate division in a timely manner.
- Monitor, document, and maintain a follow-up system to ensure efficient and timely resolution of issues, complaints, and inquiries received through departmental mailboxes, phone calls, and walk-in visitors.
- Answer City main line telephone calls and provide general and specific information on department and city policies, procedures, and services.
- Provide aid to the general public, residents, developers, and contractors by responding to inquiries regarding City infrastructure locations and utility services.
- Provide administrative assistance with processing Utility Investigation and Right of Way permits and coordinating with contractors for required documentation. Assist with inputting impact fees under the guidance of the Utility Engineer.
- Enter, track, and manage utility service requests using the department’s designated work management system, ensuring proper documentation, routing, and follow-up for issue resolution.
- Prepare and review correspondence, reports, forms, schedules, presentations, and other materials for accuracy and proper format.
- Maintain and ensure the accuracy of records and databases by creating, obtaining, updating, organizing, or entering data into department files, databases, or third-party software systems.
- Schedule appointments, book meeting rooms, and coordinate logistics for departmental meetings and events.
- Assist with annual research and development of marketing and outreach materials.
- Perform other duties as assigned.
Knowledge of:
- Operations, services, and activities related to the following fields: Public Administration, Business Administration, Finance, Accounting, Purchasing/Procurement, and Project Management.
- GIS Web map for locating and interpreting municipal utility infrastructure data.
- Enterprise software applications including ERP 10, EnerGov, Cityworks, and Bluebeam Revu, or demonstrated ability to learn comparable systems.
- Microsoft 365 productivity suite with emphasis on SharePoint, Excel, Word, PowerPoint, Outlook, and Teams.
- Municipal development services processes including permitting, plan review, and development plan workflows.
- Budgeting principles, financial record-keeping, and procurement processes within a municipal government context.
- City and departmental policies, practices, and procedures.
- Pertinent Federal, State, and Local policies, laws, and regulations.
- Activities and services of a Utilities department.
- Principles and practices of a municipal government.
- Interpret, explain, and apply Federal, State, and Local policies, laws, and regulations.
- Organize and prioritize work; the position requires extensive administrative and organizational skills with the ability to complete time-sensitive tasks and directives.
- Develop, implement, and maintain an efficient records management system.
- Apply practical judgment to execute written, verbal, or illustrated instructions effectively.
- Handle routine and non-routine situations involving multiple variables and resolve associated issues.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Establish and maintain effective working relationships with those contacted in the course of work, including vendors, contractors, developers, residents, and interdepartmental staff.
- Process financial transactions and manage procurement workflows with accuracy and attention to detail.
- Manage multiple shared email accounts with a high degree of organization, follow-up discipline, and responsiveness.
Education, Training, and Experience:
- High School Diploma or GED required.
- Two (2) years of administrative experience, preferably in a municipal or government setting.
- Associate’s Degree in Public Administration, Business Administration, Administrative Management, or related field.
- Experience with ArcGIS, ERP/financial systems, or municipal permitting software.
- Experience managing shared email accounts and high-volume correspondence workflows.
- Working knowledge of geographic information systems.
- Experience with enterprise resource planning software.
- Experience with document markup and review tools.
- Understanding of municipal development services, including permitting processes and development plan review.
Physical And Mental Demands
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to handle, feel, or operate objects, tools, or controls; reach with hands and arms, and perform repetitive movements of hands or wrists. Specific vision abilities required for this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This position may require availability to work a flexible schedule during peak times.
The City of Waxahachie offers a completive benefits program, including health, dental, and a defined contribution pension plan for full-time employees.
Please visit the Benefit Summary at the link below for more details:
https://www.waxahachie.com/FY2026 Benefits Summary- Updated with Rates 820.pdf?t=202510171311170
01
Select the highest level of education that you have completed.
- Less than a High School Diploma or GED
- High School/GED
- Associate's Degree
- Bachelor's Degree
- Master's Degree
Please Select Any Programs You Have Experience With
- Incode - Tyler Technologies
- EnerGov - Tyler Technologies
- Word
- Excel
- Outlook
- Powerpoint
- Adobe Acrobat
- Teams
- Visio
How many years of administrative experience do you have? (Your application must reflect this)
- Less than 1 year
- At least 1 year but less than 2 years
- At least 2 years but less than 5 years
- At least 5 years but less than 10 years
- Over 10 years of experience
Please Select Your Level Of Experience In Municipal Government
- No experience
- Less then 2 years of experience
- At least 2 years of experience but less than 4 years of experience
- At least 4 years of experience but less than 6 years of experience
- At least 6 years of experience but less than 8 years of experience
- At least 8 years of experience but less than 10 years of experience
- 10 years of experience
- Required Question