Administrative Coordinator, G14, Risk Management

Job Summary This position is responsible for coordinating the day-to-day administrative operations. Major Duties Maintains department calendars, schedules meetings, and makes travel arrangements when necessary. Processes payroll records and maintains employee files and records, including attendance records. Prepares and submits agenda items to the Commissioners Court; prepares materials for meetings. Coordinates the assignment of any Internships, work-study student assignments, or county-related program participants. Notifies and coordinates with staff and/or committee members on possible meeting dates; schedules and prepares agendas for any meetings. Documents and maintains minutes of department staff meetings, when necessary. Establishes and maintains department files and records. Recommends new or revised methods to simplify record-keeping systems, reporting procedures, and department operating practices to improve workflow. Prepares a variety of regular and special reports. Composes a variety of letters, emails, and memos. Assists with the preparation of requests for proposals, including obtaining requested information, binding packets, and distributing materials. Gathers data and processes annual insurance renewals. Assists in the preparation of the department's annual report and annual budget requests. Maintains inventory of office supplies and purchases supplies as needed. Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments. Performs any other duties as assigned. Knowledge, Skills, and Abilities Knowledge of modern office practices and procedures. Knowledge of county and departmental policies and procedures. Knowledge of computers and job-related software programs. Skill in prioritizing and organizing work. Skill in the use of office equipment, such as a scanner, fax machine, and copier. Skill in oral and written communication. Ability to communicate orally and in writing in the English language and orally in the Spanish language. Minimum Qualifications Must have a high school diploma or GED from an accredited institution. Must have at least three ( 3 ) years of related experience. Supplemental Information Complexity/Scope of Work The work consists of related administrative and supervisory duties. Frequent interruptions contribute to the complexity of the position. The purpose of this position is to coordinate the administrative functions of the department. Successful work performance contributes to the efficiency and effectiveness of department operations. Physical Demands/Work Environment Occasionally Ascending or descending ladders, stairs, scaffolding, ramps, or poles. Moving oneself in different positions to accomplish tasks in various environments, including tight and confined spaces. Remaining in a stationary position, often standing or sitting for prolonged periods. Moving to accomplish tasks or moving from one worksite to another. Adjusting or moving objects up to 20 pounds in all directions. Operating motor vehicles or heavy equipment. Driving a County vehicle or a personal vehicle for County business. Light work that includes carrying objects up to 20 pounds. Constantly Communicating with others to exchange information. Repeating motions that may include the use of wrists, hands, and/or fingers. Assessing the accuracy, neatness, and thoroughness of the work assigned. Sedentary work that primarily involves sitting/standing. Other Requirements/Information Must possess a valid and current Texas driver's license. The Webb County Drug and Alcohol Policy applies to this position. Pre-employment drug and alcohol testing, a Motor Vehicle Record (MVR) check, and a criminal background check are required. This position is covered by Civil Service; therefore, is subject to the Civil Service Rules and Regulations in addition to all other Webb County policies. Valid Texas Driver’s License* If the applicant holds an out-of-state license, a State of Texas Driver’s License must be obtained prior to employment. Webb County provides a variety of benefits available to employees. Please visit the Risk Management website for more details. https://www.webbcountytx.gov/RiskManagement/EmployeeBenefits/ The following list of benefits is offered only to benefits-eligible employees in Full-Time positions: Medical Insurance Dental Insurance Vision Insurance Wellness Program Life Insurance Ancillary products Employee Assistance Program* Employee Clinic* Vacation and sick leave Accrual rates increase based on years of service Sixteen (16) County-observed holidays and four (4) personal holidays Retirement benefits (TCDRS)** Available to ALL employees **Available to Permanent Part-Time employees