ADMINISTRATIVE COORDINATOR (ANIMAL SERVICES)

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Position will be open until filled.

GENERAL PURPOSE: Provides complex and confidential administrative support to a Director and/or other assigned personnel; coordinates administrative operations for area of assignment; prepares and processes various types of correspondence, reports, and other documentation; maintains departmental records and files; conducts a variety of general program functions; and performs other related duties as assigned.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Coordinates and/or oversees clerical operations and activities for area of assignment.
• Provides complex and confidential administrative support to a Director, Administrator, and/or other senior management/departmental personnel.
• Answers, screens, and directs incoming calls; documents and distributes phone messages.
• Greets and directs visitors to appropriate City departments and/or personnel.
• Provides information and assistance to the public; responds to inquiries regarding departmental operations, policies, programs, and/or services; receives public complaints.
• Updates and maintains calendars for area of assignment; coordinates and schedules meetings, appointments, and/or other functions; organizes travel arrangements.
• Prepares, processes, scans, files, and/or distributes correspondence, notices, agendas, meeting minutes, legal documents, or other types of documentation; drafts correspondence as required.
• Compiles and analyzes data; prepares, provides, and/or submits various types of reports as required by City departments, outside agencies, and the general public.
• Administer lifesaving programming to maintain the human-animal bond and ensure the health and safety of San Angelo citizens and their pets.
• Performs data entry; updates and maintains departmental records, personnel files, forms, procedure manuals, filing systems, and/or databases; processes public information requests.
• Processes accounts payable, accounts receivable, and/or departmental payroll; assists in the preparation of departmental budgets.
• Coordinates the ordering of office and/or other departmental equipment and supplies; monitors and maintains supply inventories; obtains vendor quotes and bids as assigned.
• Schedules and coordinates the maintenance and repair of departmental facilities and equipment; receives maintenance requests; prepares related work orders.
• Collects, sorts, opens, and distributes departmental mail and packages.
• May supervise, train, and evaluate the performance of assigned personnel; monitors and ensures staff compliance with departmental policies, procedures, and applicable regulatory requirements.
• Performs other routine and/or specialized duties relative to area of assignment as required.
• Hours: Monday through Friday, 9:00 am to 6:00 pm.
• Regular and timely attendance is required.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience:

High School Diploma or equivalent; and three years' experience providing administrative support to senior management personnel; or an equivalent combination of education and experience. Associate degree in a related field is desirable.

Required Licenses or Certifications:

• Must possess a valid Texas Driver License with a good driving record.
• Applicants with an out of state driver license must provide an original certified driving record from the state of driving licensure.
• Appointment/Commission as a Notary Public may be required depending on area of assignment.

Required Knowledge of:

• Principles and practices of office administration.
• Regulations governing departmental operations.
• Records management principles and standards.
• Animal lifesaving best practices.
• General office equipment and standard computer software applications.
• Customer service standards and protocol.
• Basic supervisory principles, practices, and methods.

Required Skill in:

• Providing complex and confidential administrative support at the senior management level.
• Coordinating clerical operations and activities for area of assignment.
• Preparing and processing various types of correspondence and other documentation.
• Updating and maintaining departmental records, filing systems, and databases.
• Conducting a variety of general accounting duties.
• Providing training and/or supervising the activities of assigned personnel.
• Establishing and maintaining cooperative working relationships with staff, City departments, outside agencies, contractors, vendors, and the general public.

Physical Demands / Work Environment:

• Work is performed in a standard office environment.
• Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 15 pounds.
• Exposure to potentially hostile members of the public is involved.

Job postings may be withdrawn at any time at direction of the City Manager.