IT Office Coordinator

McLennan County•Tx, TX

5d•Onsite

About The Position

Reporting 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.

Requirements

High school diploma or GED
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 methods
Must be able to type and perform data entry
General skill in operating standard office equipment such as personal computers, photocopiers, fax machines, scanning equipment and multi-line telephones
General knowledge of basic hardware and software and uses of a variety of different computer operating systems such as Microsoft Office, Excel, Outlook
Keen attention to detail; careful and accurate documentation
Possess a thorough understanding of the importance of confidentiality
Ability to establish and maintain effective working relationships with county officials, federal, state and local government officials, associates and the general public
Excellent organizational and time management skills, especially the ability to manage multiple concurrent tasks
Knowledge of principles and practices of supervision, leadership, motivation, team building, organization, training, and conflict resolution

Nice To Haves

Associate degree in Public Administration, Business Management, Communications, or related field
5 years’ experience in an office coordinator, administrative, or similar position
Experience in researching /analyzing data and providing reports
Proficient knowledge of McLennan County regulations, policies, and procedures

Responsibilities

Maintains/inputs payroll time sheets, ensures compliance with County policy
Ensures 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 operations
Maintains records, documents, and assists in monitoring department contracts
Supports and assists managers with project coordination, technical research, and administrative functions
Maintains inventory of all operational supplies and equipment; keeps the office supplies and equipment organized and functional
Maintains general files, equipment lists, and staff lists
Develops, conducts, and/or acquires training regarding state and federal standards, laws, department policies, and procedures for all staff
Certifies training hours; processes forms for employee training files; reviews and updates training files
Assists with periodic/annual departmental budget analysis, research, development, and preparation
Monitors the departmental budget; enters requisitions and purchase orders
Assembles data and creates reports, spreadsheets, and presentations
Conducts research, and may gather necessary bidding documents to be used by the IT Department
Plans and sets-up meetings, conferences, etc.
Coordinates travel arrangements
Assists 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 needed
Reviews departmental practices, equipment, systems, and procedures to ensure optimal operational efficiency
Coordinates IT Department communications to ensure clear, concise, and consistent incoming and outgoing messaging
Reviews and prepares correspondence and reports; coordinates Commissioners Court agenda items
Prepares invoices, memos, letters, financial statements, and other documents; using word processing, spreadsheets, database, or presentation software.
Delivers paperwork to various departments as necessary
Organizes the department’s calendars and schedules; coordinates appointments, meetings, workshops, and presentations
Opens, sorts, and responds to incoming correspondence, including post, facsimiles, and email
Provides customer service by answering phone, taking messages, and assisting with complaints and requests for help/information; coordinates helpdesk communications
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Regular attendance and timeliness are required