Administrative and Transportation Coordinator

This position provides administrative and clerical support for the Public Works Department and Office Manager, including customer service, telephone and reception services, calendar coordination, document preparation, records management, purchasing support, and work order tracking. Coordinates the scheduling and administrative activities of the City’s STAR (Seniors Taking A Ride) Senior Transportation Service, including rider requests, driver schedules, trip documentation, and program reporting.

Applies established procedures, maintains accurate information, and coordinates with staff to support responsive public services and efficient department operations.

The following duties are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or logically assigned to the position.

• Answers and routes telephone calls, monitors assigned email inboxes, greets visitors, provides accurate information about Public Works services, and directs inquiries to appropriate staff to connect customers with timely assistance.
• Receives and documents customer concerns and service requests; enters, updates, and routes work orders for fleet, streets, water, wastewater, and other assigned divisions in the City’s work order and asset management system; and tracks status and follows up with staff to support timely resolution and accurate service histories.
• Creates, organizes, indexes, scans, files, and retrieves paper and electronic department records, including correspondence, work orders, purchasing documents, and program files, to maintain accurate, accessible information for daily operations and reporting.
• Applies City-approved records retention schedules and procedures consistent with applicable Texas records requirements; tracks retention dates; and coordinates archiving and authorized disposition with designated records personnel to preserve required records and prevent premature destruction, including records subject to pending requests or holds.
• Maintains assigned staff and department calendars, schedules meetings and appointments, coordinates meeting spaces, and prepares and distributes agendas, materials, and meeting notes as assigned to keep staff informed and support organized department activities.
• Receives, sorts, distributes, and routes incoming mail, deliveries, and electronic documents, and prepares outgoing correspondence to ensure information reaches the appropriate staff and office responses are issued promptly.
• Prepares, formats, proofreads, and distributes correspondence, forms, notices, spreadsheets, and reports to communicate accurate information and document department activities.
• Prepares and routes purchase requisitions, purchase orders, and invoices; checks supporting documentation; maintains vendor and expenditure records; and tracks office supply needs to support timely purchases, accurate payment processing, and established purchasing controls.
• Locates and compiles department records, asset status, and routine operating data for reports, audits, public information requests, and assigned grant documentation; coordinates with authorized City staff on review and release to support complete, timely responses and protect confidential information.
• Receives and processes STAR transportation requests, verifies required rider information, and applies established eligibility, service area, trip priority, and capacity guidelines using Assisted Rides or the City’s designated scheduling system to arrange trips consistently within program requirements.
• Prepares and updates daily trip schedules and passenger manifests; coordinates pickup and drop-off locations, appointment times, and…