Position SummaryReporting to the IT Director, the Office Coordinator supports the Information Technology Department by performing a variety of responsible administrative support functions. This may include, but is not limited to: providing information and support services; routing phone calls; assisting the public; preparing and processing letters or memos; writing, assisting, researching and helping enforce policies and procedures; preparing agendas; scheduling meetings; and providing daily assistance to the IT Director. This position serves as liaison between the IT Director, IT Department, vendors, boards, commissions, community organizations/committees, county departments, and local elected official offices. The Office Coordinator directs office operations and procedures in order to ensure regulatory compliance, and organizational effectiveness and efficiency.Essential FunctionsMaintains/inputs payroll time sheets, ensures compliance with County policyEnsures compliance with all relevant regulations (e.g. CJIS, HIPAA, etc.) Researches, monitors and interprets current Federal, State and local policies, rules, codes or regulations for application to department operationsMaintains records, documents, and assists in monitoring department contractsSupports and assists managers with project coordination, technical research, and administrative functionsMaintains inventory of all operational supplies and equipment; keeps the office supplies and equipment organized and functionalMaintains general files, equipment lists, and staff listsDevelops, conducts, and/or acquires training regarding state and federal standards, laws, department policies, and procedures for all staffCertifies training hours; processes forms for employee training files; reviews and updates training filesAssists with periodic/annual departmental budget analysis, research, development, and preparationMonitors the departmental budget; enters requisitions and purchase ordersAssembles data and creates reports, spreadsheets, and presentationsConducts research, and may gather necessary bidding documents to be used by the IT DepartmentPlans and sets-up meetings, conferences, etc.
Coordinates travel arrangementsAssists in the administration of the department by providing first-level contact as a liaison between County employees and IT staff, coordinating employee meetings, and assisting personnel with duties as neededReviews departmental practices, equipment, systems, and procedures to ensure optimal operational efficiencyCoordinates IT Department communications to ensure clear, concise, and consistent incoming and outgoing messagingReviews and prepares correspondence and reports; coordinates Commissioners Court agenda itemsPrepares invoices, memos, letters, financial statements, and other documents; using word processing, spreadsheets, database, or presentation software. Delivers paperwork to various departments as necessaryOrganizes the department's calendars and schedules; coordinates appointments, meetings, workshops, and presentationsOpens, sorts, and responds to incoming correspondence, including post, facsimiles, and emailProvides customer service by answering phone, taking messages, and assisting with complaints and requests for help/information; coordinates helpdesk communicationsPrioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressuresRegular attendance and timeliness are required LIMITATIONS AND DISCLAIMER: The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.Minimum Requirements EDUCATION: Required: High school diploma or GED Preferred: Associate degree in Public Administration, Business Management, Communications, or related field SKILLS ~ EXPERIENCE: Required: 3 years' experience in an office coordinator, administrative, or similar position Must be able to obtain CJIS (Criminal Justice Information Service) certification. Must possess strong communication and interpersonal skills in dealing with County employees, Elected officials, and the general public in person, by telephone, and via other communication methodsMust be able to type and perform data entryGeneral skill in operating standard office equipment such as personal computers, photocopiers, fax machines, scanning equipment and multi-line telephonesGeneral knowledge of basic hardware and software and uses of a variety of different computer operating systems such as Microsoft Office, Excel, OutlookKeen attention to detail; careful and accurate documentationPossess a thorough understanding of the importance of confidentialityAbility to establish and maintain effective working relationships with county officials, federal, state and local government officials, associates and the general publicExcellent organizational and time management skills, especially the ability to manage multiple concurrent tasksKnowledge of principles and practices of supervision, leadership, motivation, team building, organization, training, and conflict resolution Preferred: 5 years' experience in an office coordinator, administrative, or similar positionExperience in researching /analyzing data and providing reportsProficient knowledge of McLennan County regulations, policies, and procedures DISCLAIMER: McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.Supplemental InformationThis position requires TLETS access, other disqualifiers apply.
Visit for additional information. All Employees o Must be committed to achieving excellence in assigned duties, always in service of the county and community o Must have ability to earn and keep the trust of fellow employees and the community at large o Must be approachable and ready to help fellow employees and the general public ENVIRONMENTAL FACTORS: Works mostly indoors in a well-lighted, air-conditioned office. Maintains contact with McLennan County employees, vendors, elected officials, and the public. Makes occasional walking/driving trips to other locations. PHYSICAL DEMAND REQUIREMENTS: Standing, sitting (working at computer terminal), compiling reports, performing general office work, walking (to other offices), lifting (boxes or other items, less than 50 pounds), handling (confidential information including reports, checks, files, supplies, and mail), fine dexterity, (typing and writing), vision (reads mail/e-mail, files, proofreads reports, and computer work).
HOURS / SPECIAL CONDITIONS: Monday – Friday from 8am to 5pm, minimal overtime when needed or requiredMcLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.