Administrative Coordinator - Public Services

Position Summary

Serving as the central hub of the Public Services Department, this position performs a wide variety of administrative duties for the assigned area. Coordinates and monitors the work of clerical support staff. Provides input and monitors departmental budget. Duties may include fielding telephone calls, word processing, filing, and small projects. Extensive software skills are required, as well as Internet and social media abilities, and strong communication skills.

Essential Functions

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodation so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of administrative duties such as preparing agenda items, answering phones, responding to e-mail requests, and preparing presentations for the department to present at Council meetings.
• Prepares and posts committee agendas as required.
• Prepares minutes from committee meetings as required.
• Performs and oversees purchasing support in accordance with the City’s purchasing policy.
• Independently composes correspondence, presentations, and reports as needed.
• Performs and coordinates administrative duties for the assigned area of responsibility, prepares and monitors the office budget, and maintains records and files.
• Assigns and monitors the work of clerical support staff; conducts performance evaluations.
• Prioritizes and coordinates work assignments for the assigned area of responsibility; recommends changes and improvements in workflow, procedures, and use of equipment and forms.
• Screens telephone calls, responds to requests by providing information, and resolves complaints and problems as assigned.
• Maintains schedules and calendars; sets up and coordinates meetings, makes travel reservations as needed, and coordinates activities with other City departments, the public, and outside agencies.
• Research and prepare reports using statistical data, records, and other information as needed.
• Organizes and maintains files, reports, and records on Laserfiche.
• Performs all other related duties as assigned.

Position Qualifications

Education: High School Diploma or GED required. An associate’s degree is required.

Experience: Four (4) years of progressively responsible clerical/administrative experience is required. One (1) year of Supervisory experience. Proven experience working in a municipal or county administrative setting that handles a high volume of public calls while balancing a daily workload, working with Board members, and managing a team of administrative personnel is preferred.

Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above-specified education and experience requirements.

License and Certifications: None.

Conditions of Employment: Must submit to and pass a criminal background and pre-employment drug test. Must possess a valid State of Texas Driver’s License Class “C” and good driving record as defined by City policy.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Knowledge of: City’s purchasing policy and associated software and procedures; skilled in basic mathematics, use of general office practices and procedures; business letter writing, and basic report preparation; municipal or county administrative setting that handles a high volume of public calls while balancing a daily workload; working with Board members; managing a team of administrative personnel.

Skilled In: Handling confidential matters in a responsible manner; type 50 words per minute; performing responsible and complex secretarial functions and administrative tasks involving the use of independent judgment and personal initiative; creating dynamic presentations; outstanding oral and written communication skills and ability to compose and edit letters and other correspondence; 10 key entries; reconciling payments; multi-tasking; organizing and analyzing invoices; showing consideration for and maintaining good relations with others; operating standard office equipment such as personal computer, calculator, and copier; accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their race, sex, color, religion, national origin, age, disability, gender identity or expression, sexual orientation, veteran' s status, genetics, or job type.

Physical Demands and Working Conditions: This is primarily a sedentary office classification, although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 10 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The City of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.

This job description is not an employment agreement or contract. The City of Lewisville has the exclusive right to alter this job description at any time without notice.

Work Hours

Monday-Thursday 7:30am-5:30pm, Friday 7:30-11:30am.

Experience job stability and attractive benefits by pursuing a full-time career in municipal government with the City of Lewisville.

• TMRS – Employees are required to contribute 7% of their salary, the City will match 2:1
• 457(b) Deferred Compensation Plan – if employees contribute a minimum of 4%, the City will contribute 3.76% to a 401(a) Plan in the employee’s name (vested after 5 years of service)
Medical Coverage (includes Prescription Drugs) – 2 medical plans through CIG
• , including an HSA
• Dental Coverage through CIG
• Vision Coverage through Superior Vision
• Employee Assistance Program
• Flexible Spending Accounts (Medical and Dependent Care FSA’s)
• Pre-tax Premium Deductions
• Life Insurance equal to four times annual salary
• Accidental Death and Dismemberment Insurance equal to three times annual salary
• Voluntary Dependent Life Insurance
• Long-Term Disability Insurance
• Voluntary Accident, Hospital, and Critical Illness Coverage
• 10 days of vacation per year for years 1-4, 15 days of vacation per year for years 5-9, and 20 days of vacation per year for 10+ years of service.
• 15 sick days per year
• 11 paid holidays per year
• 8 Hours of Paid Volunteer Time Off per year through our VTO Program
• 15 days paid military leave per year
• Extended military pay if called to active duty
• Workers’ Compensation
• Near-site Wellness Center
• Wellness Incentive Program
• Employee membership discount to Thrive, LELLA, and Lake Park
• Employee recognition programs and events throughout the year