Corporate Operations Coordinator

2 weeks ago

Austin, Texas, United States Travis County Full time

Position Overview: Under the guidance of the Corporations Program Manager, the selected candidate will undertake a range of intricate administrative responsibilities for the Travis County Corporations. Key duties encompass scheduling, data gathering, management of correspondence, drafting reports, and preparing presentation materials.

Key Responsibilities:

  • Assist in the processing of financial and operational documentation.
  • Facilitate the coordination and distribution of various documents to the Corporations Board of Directors, private sector partners, and other external stakeholders.
  • Collaborate with County personnel and external entities to ensure smooth daily operations.
  • Manage scheduling, calendar upkeep, and related materials as required.
  • Act as a representative and liaison for the Corporations, addressing issues and concerns through various communication channels.
  • Safeguard confidential and sensitive information in both digital and physical formats.
  • Screen and distribute all forms of correspondence to internal and external parties.
  • Coordinate signatures for documents and/or notarization to meet transactional deadlines.
  • Conduct research and analyze relevant program information and guidelines to provide accurate information to inquiring parties.
  • Prepare reports and manage special projects as assigned.
  • Create and maintain administrative forms or applications for the Corporations.
  • Review, track, and draft agenda item requests and minutes for the Board of Directors meetings.
  • Assist with the submission of agenda items and related materials to the agenda management system in accordance with established procedures and deadlines.
  • Manage the receipt, tracking, and processing of payment requests, invoices, and other financial documents.
  • Ensure all informational updates to the Corporations website are maintained.
  • Perform additional job-related duties as assigned.

Qualifications:

Education: Bachelor's degree in Government, Public Administration, Business Administration, or a closely related field.

Experience: Three (3) years of relevant administrative experience in a service-oriented organization; or an equivalent combination of education and experience that demonstrates the required knowledge, skills, and abilities to successfully perform the duties of this position.

Preferred Qualifications:

  • Valid Texas Driver's License.
  • Texas Notary Public.

Knowledge and Skills:

  • Familiarity with policies, practices, procedures, and terminology specific to division functions.
  • Understanding of applicable federal, state, local, and county laws, rules, regulations, and guidelines.
  • Proficiency in administrative and related business principles.
  • Strong organizational and time management skills.
  • Competence in using computer equipment, including word processing, spreadsheets, databases, and various software applications.

Abilities:

  • Work independently and manage time effectively.
  • Perform thorough multiple tasks and organize diverse activities.
  • Accurately receive, research, analyze, and communicate information.
  • Execute responsible and complex administrative work using independent judgment.
  • Establish priorities and ensure that work meets all applicable deadlines.
  • Handle confidential and sensitive information with professionalism and discretion.
  • Maintain composure in a high-pressure environment while upholding a professional demeanor.

Physical Requirements: Ability to lift/carry up to 10-15 pounds occasionally, visual acuity, speech and hearing, hand-eye coordination, and manual dexterity necessary to operate a computer and office equipment. This role may involve standing, sitting, walking, climbing, bending, stooping, crouching, kneeling, pushing, pulling, reaching, twisting, balancing, repetitive motion, and squatting to perform essential functions.

Work Hours: Monday - Friday, 8 am - 5 pm.

Department: Planning and Budget.

Note: This job description is intended to be generic in nature and may not encompass all duties and responsibilities. The essential functions and responsibilities may vary based on specific tasks assigned to the position.

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