What are the responsibilities and job description for the Office Coordinator II position at Trinity River Authority of Texas?
ADVANCEMENT OPPORTUNITIES
Office Coordinator III
HR Generalist II
POSITION SUMMARY
This position is a supervisory position primarily responsible for duties pertaining to personnel/employee relations at a TRA operating project or regional office. Individual uses independent judgment and makes decisions based on set policies and procedures. Coordinates work assignments of others and ensures accurate and timely completion of paperwork, reports, etc. General office management skills needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Responsible for coordination and documentation of personnel functions, including record keeping, applications, hires, transfers, promotions, and merit increases and payroll responsibilities.
2. Notifies supervisors of impending performance reviews, ensures timely completion and accuracy of information.
3. Responsible for notifying project personnel of benefit eligibility, including Employee Recognition, Tuition Reimbursement, group insurance, Workers' Compensation, etc., and forwards appropriate forms to the General Office.
4. Responsible for special audits, reports and projects as required and may be responsible for research, compiling information and analyzing data and assists with the preparation of the annual budget.
5. Distributes workload for secretarial and accounts payable staff, and ensures the accuracy and promptness of these services.
6. Responsible for training the office staff.
7. May coordinate scheduling of facility, conference rooms, tours, meetings, etc. for outside groups and ensures proper preparation for these events.
8. May supervise accounts payable activities for multiple projects.
9. May supervise a group of clerical employees to include hiring, training and performance evaluation.
10. Performs duties required to ensure that all management personnel have current policies and procedures.
11. May assist with security monitoring system.
12. Responsible for maintaining employee training records, course materials for classes and coordinate enrollment to courses inside and outside the plant and on the Learning Management System.
SUPERVISORY RESPONSIBILITIES
Regularly has full personnel management responsibilities including approving time, selection, discipline, grievances and formal performance evaluations for a position’s direct and indirect reports.
FINANCIAL RESPONSIBILITY
Assist management in preparation of project’s annual budget. Processes procurement of project equipment and supplies as approved by project manager. Makes purchases of office materials and supplies as needed for project meetings and events with prior supervisor’s approval. May be responsible for maintaining fixed capital asset listing for new, replacement and disposition of assets.
QUALIFICATIONS
EDUCATION
High school diploma or GED required and Bachelor degree in Business Administration preferred.
EXPERIENCE
Two years of experience in personnel, payroll or benefits administration. One year supervisory experience preferred.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Texas driver’s license.
KNOWLEDGE
Knowledge of Microsoft Office applications such as Excel, Word, etc.
SKILLS AND ABILITIES
Must be able to read and interpret budget reports, policy and procedures manual and employee benefit information. Must also draft internal and external correspondence within area of responsibility. Must possess the ability to deal with confidential matters and work effectively with employees and the general public. Some math required. Individuals must be able to communicate effectively with others.
GUIDANCE RECEIVED
Guided by priorities and policies. Is guided primarily by established priorities and policies, along with professional standards and best practices to guide decisions and any direction or advice given to others. Typically makes recommendations to managers on policy and process improvements after considering/analyzing various alternatives. Proactively addresses needed changes to policies, methods and procedures and obtains approval.
WORKING CONDITIONS
Duties are almost always carried out in an office environment.
TOOLS AND EQUIPMENT USED
Office machines including computer, printer, calculator, copy machine, shredder, facsimile, badge printer, and postage machine.