IT OFFICE COORDINATOR

Office Coordinator

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.

Essential Functions:

• 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

Minimum Requirements:

EDUCATION:

Required:

• High school diploma or GED

Preferred:

• Associate degree in Public Administration, Business Management, Communications, or related field

SKILLS ~ EXPERIENCE:

Required:

• 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

Preferred:

• 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

DISCLAIMER: McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.

Supplemental Information:

This position requires TLETS access, other disqualifiers apply. Visit for additional information.

All Employees:

o Must be committed to achieving excellence in assigned duties, always in service of the county and community

o Must have ability to earn and keep the trust of fellow employees and the community at large

o Must be approachable and ready to help fellow employees and the general public

ENVIRONMENTAL FACTORS: Works mostly indoors in a well-lighted, air-conditioned office. Maintains contact with McLennan County employees, vendors, elected officials, and the public. Makes occasional walking/driving trips to other locations.

PHYSICAL DEMAND REQUIREMENTS: Standing, sitting (working at computer terminal), compiling reports, performing general office work, walking (to other offices), lifting (boxes or other items, less than 50 pounds), handling (confidential information including reports, checks, files, supplies, and mail), fine dexterity, (typing and writing), vision (reads mail/e-mail, files, proofreads reports, and computer work).

HOURS / SPECIAL CONDITIONS: Monday Friday from 8am to 5pm, minimal overtime when needed or required