Department Coordinator II - City Manager's Office

Summary

Responsible for providing day-to-day administrative coordination and execution support for the City Manager's Office. Performs a wide range of multifunctional administrative and business support activities to ensure efficient office operations and effective support of City Council- and executive-related processes. Works under the direction of the Assistant to the City Manager (A2) and supports Council and City Manager priorities through accurate, timely, and professional administrative execution.

include the following. Other duties may be assigned.

• Coordinate and perform multifunctional administrative and business support activities for the City Manager's Office in support of executive leadership and City Council operations.
• Provide execution-level support for City Council activities as assigned by the Assistant to the City Manager, including meeting logistics, document preparation, follow-up tracking, and coordination.
• Respond to internal and external inquiries via telephone, email, and in-person communication in a professional and timely manner.
• Prepare, process, and reconcile accounts, procurement card transactions, invoices, expense reports, and related documentation; compile summaries and supporting materials for review by the Assistant to the City Manager.
• Perform data entry, verification, reconciliation, and tracking of administrative, financial, and operational records.
• Maintain interaction with City departments, vendors, and external partners regarding scheduling, documentation, and administrative coordination matters.
• Assist with preparation and processing of purchase requisitions, purchase orders, and invoices in accordance with City policies and procedures.
• Support preparation, organization, and maintenance of files, records, and documentation in coordination with records retention requirements and City policies.
• Assist with coordination of meetings, events, travel arrangements, and logistical needs for the City Manager's Office as assigned.
• Support special projects and administrative initiatives as directed by the Assistant to the City Manager.
• Provide backup administrative coverage within the City Manager's Office as needed to ensure continuity of operations.
• Participate in training and cross-training activities to support office coverage, operational resiliency, and skill development.

• High School Diploma or General Equivalency Diploma (G.E.D.)
• 4 years related experience

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Education/ Experience

• Associate's degree in Accounting, Business, Finance or related field
• 4-6 years of experience in bookkeeping, accounting, finance, customer service and/or administrative support

• Advanced knowledge and skills utilizing Microsoft Office products (especially Word, Excel, PowerPoint, Outlook, etc.)
• Intermediate knowledge of business practices and procedures
• Excellent skills in PC and systems applications
• Excellent customer service and telephone etiquette skills
• Excellent organizational skills
• Excellent oral and written communications skills
• Ability to multitask and meet set deadlines
• Ability to adapt to various working environments
• Ability to work independently and/or in a team environment

• Valid Class C Texas driver's license

The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent works in a typical office environment; relatively free from unpleasant environmental conditions or hazards.