Building Maintenance & Operations Coordinator

Cameron County•Brownsville, TX

About The Position

Performs administrative and technical support for the Building Maintenance & Operations Department. Primary responsibilities include coordinating accounts payable and purchasing documentation, payroll and timekeeping records, personnel administration, and records management. The position receives, reviews, codes, and processes invoices and purchasing documents; verifies payroll information; maintains confidential employee and departmental records; tracks expenditures; and supports budget reports. It coordinates administrative matters with the Building Maintenance & Operations Director, supervisors, County departments, Finance and Accounting, Payroll, Human Resources, Procurement, vendors, and service providers. The role supports the administrative requirements of County facility maintenance and operations, including custodial services, building repairs, utilities, equipment, supplies, service contracts, and work-order documentation. Work follows County policies, approval procedures, internal controls, and records-retention requirements. The position provides administrative liaison and audit support, monitors processing deadlines, and refers policy, technical, approval, or personnel decisions to the appropriate authority. It does not independently assign technical work or direct maintenance staff unless specifically authorized. This is a Civil Service-covered position. Testing and the probationary period follow the applicable sections of the Civil Service Rules and Regulations Handbook. Cameron County has a mandatory direct-deposit payroll program.

Requirements

High school graduation or equivalent, plus the stated minimum of at least three years of relevant responsible secretarial or administrative experience in administrative support, accounts payable, purchasing, payroll/timekeeping, personnel/HR administration, or financial recordkeeping; alternatively, an Associate's Degree in Business Administration or a related field with the stated three years of experience performing complex office duties, or an equivalent combination of education, training, and experience. (The posting contains inconsistent number wording: “three (5) years” in one clause and “three (3) year” in another.)
Strong computer skills in Outlook, Word, Excel, and PowerPoint.
Excellent interpersonal skills.
Ability to read and write English and Spanish.
Thorough knowledge of modern office practices and procedures and the use of office machines and equipment.
Valid Texas Driver's License.
Ability to handle multiple priorities and work under deadline pressure.
Ability to perform the physical demands described, including medium physical effort and handling objects weighing 20–50 pounds.

Responsibilities

Receive, review, code, and process vendor invoices and verify supporting documentation, such as purchase orders, work orders, contracts, approvals, and receiving records.
Prepare and process purchase requisitions, purchase orders, and related procurement documents; confirm required approvals and account or budget codes.
Maintain invoice and purchasing records, track invoice status and missing documentation, follow up on billing discrepancies, and assist with vendor statement reconciliation and payment inquiries.
Collect, review, verify, and submit payroll documentation, including timesheets, attendance records, overtime, leave requests, and approved payroll adjustments; coordinate resolution of missing or inconsistent information.
Maintain assigned employee attendance, leave, onboarding, offboarding, personnel-change, training, certification, and other employment records while protecting confidential information.
Coordinate administrative documentation for recruitment and onboarding, including interview scheduling, new-hire paperwork, orientation arrangements, and requests for access, equipment, or supplies.
Maintain organized electronic and physical files in accordance with County retention, confidentiality, and records-management requirements.
Enter, update, and verify information in applicable County financial, payroll, purchasing, work-order, or other systems; review reports, identify discrepancies, initiate corrections, and submit documentation for processing.
Track departmental expenditures, purchase commitments, utilities, supplies, service contracts, and other costs; prepare spreadsheets, summaries, and reports for budget monitoring, planning, audits, and management review.
Maintain assigned supply, equipment, inventory, vendor, and service-agreement records; coordinate receipt or distribution documentation and communicate purchasing needs to supervisors.
Provide administrative support to the Director and supervisors, including correspondence, reports, spreadsheets, meeting and calendar coordination, meeting notes, routine inquiries, and information coordination.
Receive and route administrative information about facilities, maintenance requests, work orders, repairs, custodial services, utilities, and building operations; coordinate with supervisors to ensure supporting documents are complete.
Serve as an administrative liaison with County offices, departments, vendors, contractors, and service providers; provide routine procedural information and refer policy, technical, or approval questions to the appropriate authority.
Support authorized internal and external audits and financial reviews by retrieving and organizing requested records.
Monitor deadlines for invoices, payroll, purchasing documents, personnel forms, reports, and records retention; bring unresolved discrepancies, missing approvals, or compliance concerns to the Director or designated supervisor.
Use computers and Microsoft software, manage multiple priorities under deadline pressure, communicate effectively with elected officials, department heads, employees, coworkers, agencies, and the public, and communicate in English and Spanish.
Perform other related duties as required.