Office Coordinator - Secretary's Office

Position: Office Coordinator - City Secretary's Office
The City of Friendswood is currently accepting applications for a full-time Office Coordinator, in the City Secretary's Office. This position is responsible for assisting the City Secretary and Deputy City Secretary in performing administrative duties to support the day-to-day activities related to the offices of the City Council and City Secretary, which include assisting in the budgeting creation and oversite, coordinating public information requests, managing the electronic contract management system, processing of legal notices, recordations and publications.

This position requires superior computer knowledge and skills, organizational and communications skills, requires initiative, independent thinking, and ability to work with little supervision. Must be multi-task oriented, have exceptional and proficient writing skills and critical thinking skills. Have knowledge of and practice of general office procedures and routines, and ability to attain knowledge of governmental laws and regulations.

Work Performed:

* Serves as first point of contact with the public, in person and via the answering of a multi-line phone system, in order to provide exceptional customer service to internal and external customers, to include the notarization of records and/or documents.

* Administers the Alcohol Pre-Qualifications Packets, including the invoicing and processing of bi-annual alcohol permits, the licensing process, and requests for alcohol variances.

* Administers the contract management system in order to process contracts/exhibits for final execution, distribution, and recordkeeping.

* Ensures public hearings, bids, and other legal notices are (i) processed, (ii) posted on the bulletin boards in city hall and on the website, (iii) published in newspaper in accordance with state statutes, and (iv) removed of postings within specific time periods.

* Assists in the processing of Texas Commission on Environmental Quality (TCEQ) permits, including correspondence and publication of required notices.

* Coordinates the appointment of members to all City advisory and non-advisory boards, commissions, and committees, including receiving of volunteer applications, processing appointment paperwork, and updating the board appointment tracking software.

* Receives and prepares correspondence, reports, and other documents as needed; proofreads copy for spelling, grammar, and layout; makes appropriate changes for accuracy and clarity of final copy; and copies, faxes, and/or e-mails information and documents.

* Processes department purchase orders (POs), credit card reports (P-cards), petty cash, and miscellaneous records, including scanning and filing such orders, reports, and records.

* Assists in the preparation of departmental budgets, and is responsible for processing budget transfers and monitoring expenditures.

* Coordinates with departments the new vehicle and equipment paperwork for registration and plates, as well as, plate replacements, actions, etc.

* Coordinates City Council meetings and meals.

* Administers the planning and coordinating City Council functions and City Events such as Mayor for a Day, Council for a Day, and Welcome Home Astronaut Reception.

* Posts agendas for the Notice of Possible Quorum in accordance with the Texas Open Meetings Act.

* Distributes quarterly updates to the City of Friendswood Code of Ordinances to designated departments.

* Submits work orders to Building Services and Information Technology Services related to tasks of the City Secretary's Office.

* Performs all other duties, special tasks and responsibilities as directed, including attending night and/or weekend meetings and working the number of hours required to complete tasks of the City Secretary's Office.

Education and Experience:

* Associate's degree in Public Administration, Business, Communications, or related field from an accredited university or college, or

* Equivalent combination of education, experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

* Three (3) years customer service or general office experience.

* Government work experience, preferably in a City's Secretary Office

* Experience working in a home rule municipality

* Certified Texas Municipal Clerk

.

Requirements:

* Have a valid Texas drivers' license and a good driving record

* Federal Emergency Management Association (FEMA) IS-100 and 700 or able to obtain withing first year of hire

* Notary Public or the ability to become a Notary Public for the State of Texas

Schedules

Working Hours:

* Full time 40+ hour work week, occasional evening and weekend assignments, and ability to be on-call 24 hours a day, 7 days a week.

* Position may require 24 hour availability during emergency conditions.