Administrative Coordinator

Salary : $50,815.52 - $73,684.23 Annually
Location : TX 75069, TX
Job Type: Full Time
Job Number:
Department: Building Inspections
Opening Date: 03/31/2025
Closing Date: 4/7/2025 5:00 PM Central

Summary

WORKING FOR THE CITY OF MCKINNEY
Working for the City of McKinney is more than a job. It is an opportunity to make a meaningful difference in the lives of others. It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation. In 2023, McKinney was named one of the top workplaces in DFW by the Dallas Morning News. Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family. That's why we exist.

OUR CORE VALUES
City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values - Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high performance organization (HPO).

SUMMARY OF POSITION
The purpose of this position is to provide administrative support to the Director and members of Department Leadership Team and special project coordination for the administrative functions of the Department. This position is responsible for coordinating the preparation and implementation of the Departmental budget and its supporting documentation; coordinating and ensuring compliance with all fiscal control programs and policies; approving payments of authorized expenditures; initiating budget revisions; requesting transfer of funds; managing assets inventory; and overseeing time entry and coordinating approvals. Other duties include organizing and coordinating administrative operations and procedures for the Department in order to ensure organizational effectiveness and efficiency; responding to concerns and requests for information from citizens and employees; performing research; and compiling/gathering data.
Essential Functions/Knowledge, Skills, & Abilities

GENERAL EXPECTATIONS FOR ALL EMPLOYEES
In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.
•  Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
•  Contribute to a positive work culture.
•  Maintain regular and reliable attendance.
•  Ability to assess his/her work performance or the work performance of the team.
•  Contribute to the development of others and/or the working unit or overall organization.
•  Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
•  Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same. ESSENTIAL DUTIES AND RESPONSIBILITIES
•  Provides direct administrative support for the Director, along with members of the Department Leadership Team (DLT) while also supporting the efforts of the entire Department.
•  Responsible for assisting the Director in creating a department budget; monitoring the department budget by reviewing expenditures; keeping the Director abreast of budget changes and issues; posting detailed budgets; verifying unusual expenditures and reconciling monthly and annual financial statements; completing budget transfer requests; transferring funds to the necessary accounts; coordinating projected budget needs; developing and maintaining spreadsheets; practicing sound budget management techniques; and attending meetings.
•  Handles accounts payable functions by receiving and paying approved invoices; copying, distributing and filing documents; ensuring remit addresses and vendor numbers are correct; producing receiving reports; resolving account discrepancies; reconciling credit card statements; maintains departmental petty cash fund and creating invoices for collections to be mailed to vendors.
•  Completes purchasing processes by receiving, processing, inputting and printing purchase requisitions; receiving approval for requisitions by appropriate staff; providing purchase order copies; producing and submitting receiving reports; requesting change orders; receiving and inputting invoices into the city financial management system; maintaining spreadsheets; coordinating the closure of open purchase orders.
•  Receives monies in payment of various fees or services; records transactions and issues receipts; posts payment; balances revenues and forwards revenues as appropriate.
•  Responsible for monitoring and processing department-level payroll functions including, but not limited to ensuring that payroll activities are executed correctly and processed on time.
•  Maintains a comprehensive, current knowledge of applicable laws/regulations: reads professional literature; attends workshops and training sessions as appropriate.
•  Prepares departmental records for document retention requirements.
•  Provides assistance and/or backup administrative coverage for other employees or departments, as needed.
•  Completes various clerical functions by compiling and verifying report data; maintaining files; completing photocopies; answering and directing phone calls; providing answers when knowledgeable; maintaining an inventory of office supplies; tracking complaints, issues and concerns; and producing and submitting correspondence.
•  Serves as a mentor or knowledgeable resource for the other administrative support personnel in the department.
•  Maintains calendars and coordinates meetings, appointments, interviews, and/or other activities including, but not limited to travel arrangements, accommodations, conference registrations, and/or other related plans.
•  Researches and investigates records and various information sources, compiles summaries, and composes and prepares correspondence, memorandum, reports, presentations, and other documents.
•  Provides superior customer service by consistently operating in a friendly, courteous, timely, thorough, helpful, detail-oriented, and professional manner.
•  Posts/updates information on city/departmental web pages, bulletin boards, or other miscellaneous locations.
•  Researches, creates, monitors, and updates various digital and analog file/record systems.
•  Processes incoming/outgoing mail.
•  Assist with the interviewing of potential employees, processes and maintains confidential departmental personnel information including, but not limited to personnel action forms, organizational charts, employee rosters and databases, and telephone directories.
•  Monitors City Council agendas to ensure that department agenda items are created, reviewed and otherwise processed within specified timeframes.
•  Compiles and reports data pertaining to department operations including relevant data entry and analysis functions.
•  Maintains current manuals, policies, City ordinance manuals, directories, and other reference materials.
•  Performs other functions as required.
•  Complies with all written City policies and procedures.
•  Adheres to assigned work schedule as outlined in City and department attendance policies and procedures. If Assigned to Building Inspections:
•  Serves as staff liaison for the Board of Adjustment. Prepares for public meetings including preparing agendas, information packets, backup materials, and posting of meeting notices; takes minutes and prepares official copies of public meeting minutes.
•  Fulfills Open Records Requests for department/division.
•  Processes Noise Exception applications.
•  Coordinates department training, including maintaining calendars and attendance records, booking locations, and submitting curriculum to ICC for Preferred Provider credit.
•  Monitors professional licensing and certifications, schedules required continuing education, and facilitates renewals; provides technical support for certification exams.
•  Responsible for monitoring and maintaining compliance records for IAS, ISO, and ICC accreditations.
•  Reviews and maintains records of administrative policies and procedures for compliance with national accreditation standards. Prepares written reports related to accreditation progress, maintains written directives, manuals, and completes various projects assigned to the unit per assigned schedule. Submits reports and supporting data for proof of compliance as required. Maintains supporting records for accreditation audits.
•  Prepares quarterly quality control reports including documenting quarterly quality assurance checks.
•  Identifies, verifies and reconciles compliance with established building code standards, correcting any identified deficiencies through policy, training or other measures; creates reports based on QC comments to see what areas of training staff need most to ensure department compliance with codes and standards, reviews standards to ensure the department maintains compliance; stays abreast of all aspects of the accreditation process to include proposed amendments to the standards.
•  Trains agency staff on accreditation programs as well as policies and procedures click apply for full job details