Job Details

Salary : $53,726.40 Annually
Location : Aubrey, TX
Job Type: Full-Time
Job Number: 202400032
Department: Public Works
Opening Date: 03/25/2025
Closing Date: 4/11/2025 11:59 PM Central

Description
Under general supervision, the Operations Administrative Coordinator performs a variety of professional administrative duties in support of the activities and services of the various departments under Operations, which includes tasks such as creating and maintaining filing systems; receiving telephone calls; preparing reports, collecting and organizing information, and ensuring the organization's overall effectiveness.

Examples of Duties

• Answers phone calls, returns messages, and answers emails from customers, residents, and contractors for Directors.
• Reviews and monitors contract activities to ensure contractors are in compliance with the contract terms.
• Creates and prepares presentations, reports, and databases for Directors.
• Organizes, scans, and updates files and records.
• Reconciles and approves p-card transactions for the department.
• Monitors and approves the department's timecards.
• Monitors budget expenditures and assists with annual budget preparation.
• Prepares fees, charges, and billing information for mailing.
• Codes and submits invoices for payment.
• Maintains and serves as the administrator for the Public Works page on the City's website.
• Coordinates travel arrangements for department staff as needed.
• Assists Directors with coordination and preparation of agenda items and materials for council meetings and other meetings as assigned.
• Assists in the preparation of Request for Quotes (RFQ) and bid packages.
• Assists with special projects, including but not limited to preparing information, completing forms, drafting policies, managing schedules, and coordinating meetings.
• Orders supplies for the Public Works building.
• Performs other duties as assigned.

Typical Qualifications
MINIMUM JOB QUALIFICATIONS:

EDUCATION & EXPERIENCE

• High School diploma or GED

• Three (3) years of progressively responsible experience in an administrative, customer service, or secretarial role; oranequivalent combination of education and experience, which includes public contact, discretionary decision-making, and handling confidential matters and administrative duties

PREFERENCES:

• Bilingual in English & Spanish

• Municipal Experience
• Website Administration

ABILITIES, KNOWLEDGE, AND SKILLS:

Abilities in the following:

• to demonstrate a high level of integrity and dependability with a strong sense of urgency.
• to demonstrate flexibility and adaptability, especially during times of change.
• to work in a team environment; contribute as a team member and treat co-workers, subordinates, and customers with respect.
• to be punctual and attend work regularly.
• to independently manage day-to-day functions of areas of responsibility.
• proficient in Microsoft Office (including Outlook, Word, Excel, PowerPoint, and Access), and software applicable to the area of assignment, specifically Tyler Incode and Bluebeam.
• to take empowered action to solve routine problems within policy guidelines and to seek creative solutions to non-routine challenges
• to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• to follow instructions, safety practices, and standard operating procedures in performing assigned tasks.
• to identify and implement process improvements.
• to operate office equipment, including copiers, facsimile machines, and computers; and input and retrieve data.

Knowledge in the following:

• of customer service practices and procedures.
• of research and report development of routine administrative issues including legal, financial, and survey data.
• of computers and related equipment, hardware, and software applicable to the area of assignment.

• of administrative policies and procedures of the City.
• of government business administration.

Skills in the following:

• Progressive administrative secretarial skills with proven ability to function effectively in a dynamic environment.

• in analyzing complex administrative information and issues, defining problems, and evaluating alternatives and recommending methods, procedures and techniques for resolution of issues.
• in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• in providing customer service to various customers.
• in developing, evaluating, recommending, and implementing processes and procedures.
• in reading, interpreting, applying, and explaining laws, codes, ordinances, rules, regulations, policies, and procedures.
• in preparing clear and concise reports, including oral, written, and audio/visual presentations.

Supplemental Information
WORKING CONDITIONS:

• Ability to lift up to 10-40 pounds on a regular basis
• Visual acuity, speech and hearing, hand/eye coordination and manual dexterity necessary to operate tools and equipment associated with the job
• Must pass a pre-employment drug screen, criminal background check, and MVR check

We offer a complete benefits package:

• Medical, Dental, and Vision Benefits (100% of basic employee-only coverage paid for by the City)
• City-provided HSA contribution (if enrolled in the HDHP)
• Flexible spending accounts
• City-provided disability benefits
• City-provided life insurance
• Texas Municipal Retirement System (TMRS) pension (7% with a 2:1 city match)
• Mission Square 457 Plan with pre-tax
• 11 paid holidays
• Paid vacation and sick leave
• Longevity Pay

The City of Aubrey is an Equal Opportunity Employer and does not discriminate against applicants or employees on the basis of race, color, religion, gender, mental or physical disability, age, national origin, veteran status, or disability.