Administrative Support Coordinator

Job Summary

As the Water Administrative Coordinator you will play a key role in supporting the Utilities Commission and the Water Department, and other Board meetings by ensuring compliance with public meeting laws, preparing and publishing agenda materials, verifying quorum, and recording accurate meeting minutes. You’ll also provide website and technical support by posting online materials and managing virtual meeting logistics, and pre‑meetings to enhance overall effectiveness.

You’ll assist with tracking and updating intergovernmental agreements and contracts between the City’s Water Department and its partner agencies. In addition, this position supports departmental operations by supervising staff, processing personnel actions, tracking performance reviews and required trainings, serving as a backup for payroll, and assisting the Water Director with special projects, including researching and drafting responses to Board member inquiries.

• Assembles agenda packets and presentation slide decks, scheduling and publishing public meeting agenda packets in compliance with public meetings laws for multiple public entities. Checks for quorum attendance, makes room and virtual meeting arrangements, takes minutes, and obtains signatures for approved resolutions and action items.
• Serves as lead for staff, including prioritizing and assigning work, providing direction, and evaluating staff.
• Reviews, manages, and maintains calendars for assigned management; schedules, organizes, and prioritizes meetings, appointments, travel, project timelines, and/or events; and makes meeting space and equipment resource arrangements.
• Provides complex, specialized administrative support, which includes identifying, organizing, and/or preparing information and documents for meetings or projects;
• Prepares agendas, reports, notices, forms, and correspondence;
• Attends meetings and takes minutes; screening calls and correspondence;
• Assists with tracking intergovernmental agreements and contracts with partner agencies, including tracking renewal dates, coordinating with staff and partners on document edits, drafting staff memos and slide decks for the respective committee, board, or commission, and document archive.
• Assists with conference registrations and travel arrangements; chairing and/or participating on committees; and performing other related duties.
• Serves as a liaison for the assigned department and management; responds to sensitive requests for information and assistance; provides information regarding applicable rules, policies, and regulations; resolves citizen concerns and complaints; and refers inquiries as appropriate.
• Acts as backup for budget tracking, report preparation, and monitoring of expenditures.
• Oversees and maintains office filing and document retention.
• Serves as back up for processing invoices, assigning appropriate general ledger account charge information, permit refunds, and employee requests for reimbursement.
• Maintains appropriate inventory levels and requisitions supplies within the assigned area of responsibility, monitors equipment maintenance needs and initiates requests for equipment maintenance.
• Manages records and information in any format, in accordance with applicable statutes, regulations, city policies, guidance, and records retention schedules.
• Facilitates and coordinates with employee interviews, onboarding, and other staff changes.
• Gathers, reviews, monitors, and analyzes data and information, identifies, and reports trends, and provides recommendations and prepares monthly reports.

• Positive and effective customer service principles
• Recordkeeping principles
• Mathematical concepts
• Applicable local, state, and federal laws, rules, and regulations
• Budgeting concepts
• Modern office equipment, including computers and related software, including Microsoft Word, Excel, PowerPoint, Outlook and Teams, and Adobe PDF.
• English usage, grammar, punctuation, and spelling

• Relate well, communicate, and work effectively with diverse groups of stakeholders who represent a range of ethnicities, cultural, and socio‑economic backgrounds.
• Engage in growth, learning, and…