Administrative Operations Coordinator

Description

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Under general supervision with considerable latitude for the use of initiative and independent judgement, performs highly advanced administrative support work including complex clerical, secretarial, and administrative support services to the Transportation Department. This position provides support to department head and is the highest level of administrative support in the department. This position affects the operation of the department, which may include the well being of the immediate staff and the citizens of Hays County.

Responsibilities

Responsibilities include:

• Maintains departmental budgets and balance line items.
• Reviews and prepares timesheets and related payroll documents.
• Maintains a variety of reports and records such as invoices, accounts payable ledger, contracts, and expense forms.
• Posts entries to manual or computer ledgers/journals to account of expenditures.
• Assists in preparing annual budgets and forecasting departmental costs.
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered.
• Transcribes notes on typewriter on computer, or transcribes from voice recordings.
• Composes and types routine correspondence.
• Files correspondence and other records.
• Answers telephone and give information to callers or routes call to appropriate official and places outgoing calls.
• Schedules appointments for administrative staff.
• Maintains calendar for meetings and appointments.
• Research court minutes/documents files pertaining to roads during researching or an open records request.
• When office admin staff is absent- assist with their job duties as necessary to keep office functioning
• Provide assistance to the fleet area when both fleet supervisors are gone and assist with fleet work orders.
• In a FEMA event will act as a contact and have the ability to provide reports
• Assist in the review and update of Cartograph reports.
• Verifies complex fuel reports
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
• Arranges travel schedule and reservations.
• Compiles and types statistical reports.
• Records minutes of staff meetings.
• Makes copies of correspondence or other printed matter.
• Prepares incoming and outgoing mail.
• Establishes and maintains various computerized files, documents, spreadsheets, charts, graphs, and database.
• Retrieves, records, logs and re-files paper/computer documents.
• Verifies, allocates, and posts detail of business transactions to subsidiary accounts in journals or computer files from documents such as sales slips, invoices, receipts, check stubs, and computer printouts.
• Summarizes details in separate ledgers or computer files and transfers data to general ledger.
• Reconciles and balances accounts.
• Compiles reports to show statistics such as cash receipts and expenditures, accounts payable and receivable, profit and loss, and other item pertinent to operation of the facility.
• Computes, types and mails monthly statements to customers.
• Completes records to or through trial balance.
• Performs other duties as assigned.

Education and/or Experience

• High school diploma with experience in office administration and/or related field.

Other Qualifications, Certificates, Licenses, Registrations

• Valid Class C Texas Driver’s License