Administrative Records Coordinator

City of Converse • San Antonio, TX

14h • Onsite

About The Position

The Administrative Records Coordinator performs a variety of clerical, administrative, receptionist, customer service, and records-related duties in a fast-paced office environment. Responsibilities may include answering phones, greeting visitors, responding to inquiries, preparing documents, maintaining electronic and paper files, entering and updating records, processing forms, coordinating schedules, assisting with public information or records requests, and supporting internal staff as assigned. This is an onsite position. Regular, in-person attendance is an essential function of the job. Remote work is not anticipated for this position. The successful candidate must be able to handle confidential information appropriately, provide excellent customer service, communicate professionally with employees and the public, and work independently with limited supervision.

Requirements

• High school diploma or GED required.
• Four years or more of satisfactory experience performing substantially similar administrative, clerical, customer service, records, or office support duties.
• Valid Texas Class C driver’s license with an acceptable driving record.
• Ability to successfully complete applicable pre-employment screening, which may include background checks, personnel evaluation, medical examination, and drug screening.
• Ability to maintain required confidentiality and comply with applicable data security requirements.
• Ability to type at least 35 words per minute.
• Working knowledge of Microsoft Office programs such as Word, Excel, Outlook, and PowerPoint.
• Ability to learn and use records management, accounting, database, or other internal software systems.

Nice To Haves

• Bilingual communication skills in English and Spanish.
• Knowledge of records management practices.
• Knowledge of the Texas Public Information Act or willingness to learn.
• Notary Public commission or willingness to obtain, if needed.
• Experience working in a public sector, customer-facing, confidential, administrative, or records-sensitive environment.

Responsibilities

• Greet and assist customers, visitors, employees, and outside contacts in a professional and courteous manner.
• Answer telephone calls, respond to inquiries, take messages, and direct individuals to the appropriate person or resource.
• Provide exceptional customer service in person, by phone, and through written communication.
• Perform routine data entry and records support duties, including creating, sorting, copying, scanning, emailing, distributing, and filing documents.
• Set up, maintain, and update paper and electronic records and filing systems.
• Prepare, type, format, proofread, scan, copy, fax, and file letters, forms, memos, reports, emails, and other documents.
• Assist with records research, retrieval, review, organization, and maintenance.
• Review records and documents for accuracy, completeness, and compliance with applicable procedures.
• Assist with public information, open records, or other records-related requests as assigned.
• Coordinate with internal staff, outside agencies, and other contacts to provide, verify, or exchange information.
• Schedule and confirm meetings, appointments, interviews, visits, or other assigned activities.
• Maintain office supplies, forms, and routine office resources.
• Operate standard office equipment, including computers, phones, copiers, scanners, fax machines, cameras, and related systems.
• Use computer programs and databases for word processing, spreadsheets, records management, document tracking, and data entry.
• Assist with form processing and verify information for completeness and accuracy.
• Maintain appropriate confidentiality regarding sensitive records, internal business, personnel information, and department operations.
• Communicate effectively with supervisors, co-workers, customers, and outside contacts.
• Use good judgment, solve routine problems, and elevate issues or concerns through the appropriate chain of command.
• Follow employer policies, department procedures, safety rules, confidentiality expectations, and supervisor instructions.
• Demonstrate punctual, regular, onsite attendance.
• Work outside normal business hours or attend meetings when required.
• Safeguard employer property and report needed repairs or concerns.
• Maintain a clean, safe, and organized work environment.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED