495 - Administrative Coordinator
: Job Details :

Title: 495 - Administrative Coordinator

Organization: Communications & Marketing

Department: Communications & Marketing

Location: CMD

Rate of Pay: DOQ

Job Summary

The Administrative Coordinator will assist the Communications & Marketing Department (CMD) in a fast-paced environment, while juggling multiple projects and priorities. It's imperative that the Administrative Coordinator is meticulously organized, adaptable, and relentlessly passionate about producing work that people will love. The Administrative Coordinator will provide high-level office management leadership guidance, as well as possess excellent skills in communication, planning, coordinating, and evaluating, while working under general supervision of the Director. Incumbent should have strong computer and internet research skills, excellent interpersonal and customer service skills, and the ability to work well with all levels of administrators and staff as well as external stakeholders.

This role is a collaborative champion, working closely and productively with disciplines and key stakeholders in the pursuit of innovative solutions.

Competencies

? Time Management

? Independent and self-motivated

? Customer Service Oriented

? Communication

? High-level critical thinking

? Trustworthy

? Responsible

? Ethical

Key Functions/Knowledge/Skills

* Establish, maintain, and share annual, monthly, and daily calendars of activities for the office.

* Collect and assemble information for the office budget.

* Assemble, organize, and present data required by the department head to make decisions.

* Schedule and obtain facilities, participants, materials and amenities for meetings, conferences, visitors, and the supervisor's travel.

* Prepares, reconciles, and processes invoices, deposits, reports, purchase orders, p-cards, receipts, and other financial statements to ensure expenditures are in accordance with allocation of funds.

* Organizes files and data entry of receipts

* Deposits revenue and expenditure funds into accounting system, including invoices, deposit slips, vouchers, forms, and statements.

* Performs routine office coordination tasks such as data entry, typing correspondence, filing, faxing, scanning, and photocopying.

* Assists with daily accounting functions and coordinates with accountants, operations planning, and administrative staff outside the department as required.

* Maintains an annual listing of vendor contracts/agreements.

* Maintains renewal requirements as necessary, contacts vendors/tenants to assure contract compliance as required.

* Works with Management, Operations, Finance, Administration, and Facilities staff in a professional manner.

* Maintains strict confidentiality of privileged information.

* Works with a high-level of independence.

* Supports other department divisions as may become necessary.

* Participates in the development of department goals and objectives.

* Works a flexible work schedule to include weekends.

* Performs related tasks as assigned.

Minimum Education & Experience

Requires an Associate's degree, vocational technical degree, or specialized training that is equivalent to satisfactory completion of two years of college education.

Requires a minimum of two (2) years of finance and/or office management experience.

Special Certifications & Licenses

Valid Texas Driver's License.

Independence & Judgement

Average judgment; must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, when to change or sharpen blade on mower, whether there is a problem/malfunction with a piece of equipment that needs attention, etc.; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules.

Initiative & Ingenuity

General guidelines: occasionally requires interpretation of available options to apply to non-standard situations; day-to-day work drives priorities.

Supervisory & Responsibility

Does not supervise.

Financial Responsibility

Does not deal with money, but does deal with Purchase Orders, contracts and Purchase Cards documentation.

Level & Frequency of Outside Contact

Direct contact may be infrequent but may require considerable tact and courtesy when it does occur.

Physical Demands

Office job with little or occasional light physical. Ability to exert up to 20 lbs. of force occasionally or a negligible amount of energy frequently to lift, push, pull or otherwise move objects.

Responsibility for Equipment & Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office; Use of city vehicle.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.

The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.

Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.