Parks Administrative Coordinator

Cameron County•South Padre Island, TX

1d•Onsite

About The Position

Performs administrative work in the coordination of all administrative support matters within the assigned department function. Duties include coordinating the day-to-day administrative operations of the department, establishing and tracking the schedules and calendars, working closely with personnel in other offices and performing all other tasks as assigned by the Supervisor. Positions in this class perform analytical reviews of departmental divisions and identify needed corrective actions to resolve discrepancies; answer questions; and maintain documents and records.

Requirements

Associate's Degree in Public Administration supplemented by seven (7) year of experience performing secretarial and/or administrative support work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
Tasks may involve extended periods of time at a keyboard or work station.
Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.
Some tasks require the ability to communicate orally.

Responsibilities

Coordinates day to day operations of administrative support staff; drafts correspondence, memoranda, etc., for the supervisor's signature/response; transmits information to county departments as needed.
Schedules and organizes events and/or meetings; sends out invites and makes follow up calls; performs special projects or conducts research and analysis as assigned.
Creates and implements the use of forms as needed to simplify administrative operations; answers phone calls, responds to e-mails, scans and sends documents, and relays messages to peers and director.
Receives and processes documents for assigned department.
Reviews documents for completeness and accuracy; pair documents to related information such as matching purchase orders to invoices and/or matching payments to account files/billings, etc.
Calculates, posts, and/or enters data into the automated system; reviews preliminary reports; verifies data entry's accuracy; identifies and initiates needed corrective actions; and submits transactions for system processing.
Runs reports; copies and/or distributes reports; establishes and maintains both automated and manual records and files; and performs record retention tasks as dictated by County policy.
Prepares, reviews, and processes payroll and purchasing documents.
Maintains assigned inventory; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming shipments; reviews and codes invoices and forwards for payment.
Provides assistance and information to employees, managers, vendors, citizens, local businesses, and/or and other interested parties regarding assigned department functions; serves as liaison between supervisors, vendors, and other departments in regards to department policies and activities.
Explains policies and procedures.
Prepares various department documents requiring knowledge of department policies, programs, and procedures and which may involve researching, compiling, analyzing, retrieving and/or summarizing data. This includes local, state and federal programs that incorporate grant funding, reimbursement and progress reports.
Performs other related duties as required.