It Office Coordinator

Reporting to the IT Director, the Office Coordinator supports the Information Technology Department by performing a variety of responsible administrative support functions. This may include, but is not limited to: providing information and support services; routing phone calls; assisting the public; preparing and processing letters or memos; writing, assisting, researching and helping enforce policies and procedures; preparing agendas; scheduling meetings; and providing daily assistance to the IT Director.

This position serves as liaison between the IT Director, IT Department, vendors, boards, commissions, community organizations/committees, county departments, and local elected official offices. The Office Coordinator directs office operations and procedures in order to ensure regulatory compliance, and organizational effectiveness and efficiency.

• Maintains/inputs payroll time sheets, ensures compliance with County policy
• Ensures compliance with all relevant regulations (e.g. CJIS, HIPAA, etc.) Researches, monitors and interprets current Federal, State and local policies, rules, codes or regulations for application to department operations
• Maintains records, documents, and assists in monitoring department contracts
• Supports and assists managers with project coordination, technical research, and administrative functions
• Maintains inventory of all operational supplies and equipment; keeps the office supplies and equipment organized and functional
• Maintains general files, equipment lists, and staff lists
• Develops, conducts, and/or acquires training regarding state and federal standards, laws, department policies, and procedures for all staff
• Certifies training hours; processes forms for employee training files; reviews and updates training files
• Assists with periodic/annual departmental budget analysis, research, development, and preparation
• Monitors the departmental budget; enters requisitions and purchase orders
• Assembles data and creates reports, spreadsheets, and presentations
• Conducts research, and may gather necessary bidding documents to be used by the IT Department
• Plans and sets-up meetings, conferences, etc. Coordinates travel arrangements
• Assists in the administration of the department by providing first-level contact as a liaison between County employees and IT staff, coordinating employee meetings, and assisting personnel with duties as needed
• Reviews departmental practices, equipment, systems, and procedures to ensure optimal operational efficiency
• Coordinates IT Department communications to ensure clear, concise, and consistent incoming and outgoing messaging
• Reviews and prepares correspondence and reports; coordinates Commissioners Court agenda items
• Prepares invoices, memos, letters, financial statements, and other documents; using word processing, spreadsheets, database, or presentation software. Delivers paperwork to various departments as necessary
• Organizes the department’s calendars and schedules; coordinates appointments, meetings, workshops, and presentations
• Opens, sorts, and responds to incoming correspondence, including post, facsimiles, and email
• Provides customer service by answering phone, taking messages, and assisting with complaints and requests for help/information; coordinates helpdesk communications
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Regular attendance and timeliness are required

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

• High school diploma or GED

• Associate degree in Public Administration, Business Management, Communications, or related field

• 3 years’ experience in an office coordinator, administrative, or similar position
• Must be able to obtain CJIS (Criminal Justice Information Service) certification.
• Must possess strong communication and interpersonal skills in dealing with County employees, Elected officials, and the general public in person, by telephone, and via other communication methods
• Must be able to type and perform data entry
• General skill in operating standard office equipment such as personal computers, photocopiers, fax machines, scanning equipment and multi-line telephones
• General knowledge of basic…