Administrative Coordinator

JOB SUMMARY The Administrative Coordinator serves as a key administrative and compliance resource for the Police Chief and Police Administration, supporting critical operational, personnel, and regulatory functions. This role ensures the department maintains compliance with state and federal law enforcement standards, manages sensitive administrative systems, and oversees essential onboarding, licensing, and audit-readiness processes. The position supports department-wide financial, purchasing, and reporting activities while maintaining required documentation for TCOLE and CJIS obligations. ESSENTIAL FUNCTIONS The following list highlights the main responsibilities of this position. While it covers the core tasks, it may not include every duty that could be assigned. Employees may be asked to take on other responsibilities as needed to support the team and department. Provide high-level administrative support to Police Administration, including scheduling, communications, meeting coordination, and management of calendars and departmental inquiries. Prepare meeting minutes, track follow-up actions, and develop departmental documents such as correspondence, forms, surveys, presentations, and annual reports. Manage all required TCOLE reporting, including appointments, licensing actions, and separations, and maintain TCOLE documentation in compliance with state standards. Handle external audits conducted by TCOLE and DPS, and conduct internal audits of building access, fingerprint records, and employee files to ensure continuous CJIS and TCOLE compliance. Maintain and administer fingerprint subscription and removal processes in accordance with FACT Clearinghouse and CJIS requirements. Coordinate new-hire processes, including pre-employment psychological evaluations, TCOLE form packets, onboarding steps, and access assignments for new personnel. Maintain departmental records, procedure manuals, databases, files, and security access records to ensure regulatory and operational compliance. Assist with departmental budgeting and monitoring; manage purchasing responsibilities, including contract management, invoice processing, P-Card statements, deposits, and maintaining special accounts. Submit annual training expenditure reports to the Texas Comptroller for LEOSE funding compliance and support financial tracking, accounts payable/receivable, petty cash, and payroll modifications. Performs other duties as assigned. MINIMUM REQUIREMENTS & PREFERRED QUALIFICATIONS MINIMUM REQUIREMENTS High school diploma or GED equivalent. Associate's degree or 60 hours of college coursework in a related field, or equivalent combination of education and experience. Four (4) years of progressively responsible administrative support experience, including experience supporting senior management. Valid Texas Driver's License with an acceptable driving record. Proficiency in Microsoft Office (Word, Excel, Access, Outlook) and Adobe Acrobat. PREFERRED QUALIFICATIONS Experience supporting a law enforcement or regulatory agency. Experience with TCOLE licensing and reporting processes. Experience managing CJIS-related compliance workflows. Experience with department budgeting, purchasing, or contract administration. Experience supporting executive or command-level leadership. COMPETENCIES AND ENVIRONMENT KNOWLEDGE, SKILLS, AND ABILITIES Ability to read and interpret financial reports, legal documents, ordinances, regulations, manuals, and departmental publications. Ability to prepare correspondence, reports, spreadsheets, and budget documentation. Skill in organizing work, managing multiple priorities, and maintaining efficient workflows in a fast-paced environment. Strong interpersonal skills with the ability to maintain confidentiality and work effectively with staff, the public, and outside agencies. PHYSICAL DEMANDS This position requires occasional lifting of up to 45 pounds. Frequent activities include sitting, handling, fine dexterity, vision, hearing, and talking. Occasional standing and walking may be required, with rare lifting, carrying, pushing/pulling, reaching, bending, climbing, balancing, and foot control use. WORK ENVIRONMENT Work is performed in a fast-paced, time-sensitive, climate-controlled office environment. The role requires maintaining accuracy, confidentiality, and professionalism while managing multiple priorities. This is a safety-sensitive position requiring adherence to safety protocols. The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance. 2023 Benefits Guide BENEFITS Medical, Dental & Vision Coverage United Healthcare Choice Plus PPO Plan Prescription Drug Plan Wellness Initiatives Virtual Doctor Visits 24/7 Dental Plan Davis Vision Insurance Base Vision Plan Premium Vision Plan Laser Vision Correction discounts Retirement Texas Municipal Retirement System (TMRS) Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA ADDITIONAL BENEFITS Flexible Spending Accounts City paid Life and AD&D Insurance Voluntary Life, AD&D and Long Term Disability insurance Employee Assistance Program Vacation Sick Leave Holidays Longevity Pay Tuition Reimbursement Activity Center Membership Direct Deposit The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services. 01 Do you have a high school diploma or GED equivalent? Yes No 02 Do you have an associate's degree or 60 hours of college coursework in a related field? Yes No 03 Do you have four (4) years of progressively responsible administrative support experience, including experience supporting senior management? Yes No 04 Are you proficient in Microsoft Office (Word, Excel, Access, Outlook) and Adobe Acrobat? Yes No 05 Do you have a valid driver's license with an acceptable driving record? Yes No 06 Do you have experience supporting law enforcement or regulatory agencies, including work with TCOLE licensing, CJIS compliance, or executive/command-level leadership? Yes No 07 Do you have experience with administrative operations such as budgeting, purchasing, or contract administration? Yes No Required Question Employer City of San Marcos, TX Address 630 East Hopkins San Marcos, Texas, 78666 Phone 512-393-8060 Website http://sanmarcostx.gov/jobs