Office Coordinator

2 weeks ago

Odessa, Texas, United States City of Odessa Full time
Job Overview

Department: Keep Odessa Beautiful
Reports to: KOB Executive Director

Position Summary: Under minimal supervision, this role encompasses a range of essential administrative, technical support, and customer service responsibilities, leveraging knowledge of municipal operations and the policies of Keep Odessa Beautiful.


Key Responsibilities:

  • Provide administrative and technical support for the designated department, necessitating an understanding of local government functions and City services; uphold confidentiality and execute duties with discretion within the defined scope of authority; responsibilities may vary based on job assignment and individual skill set.
  • Conduct clerical, technical, and administrative tasks, including managing special projects, organizing schedules, coordinating activities, data management, record keeping, accounting, and research.
  • Ensure the cleanliness and maintenance of assigned departmental vehicles and equipment, operating them safely.
  • Perform field surveys and inspections pertinent to programs, activities, and special projects overseen by Keep Odessa Beautiful.
  • Oversee special projects and program assignments, necessitating familiarity with the operations, policies, and procedures of the City and Keep Odessa Beautiful.
  • Maintain and update various computer databases and files; input, edit, and retrieve data, and prepare reports; review and process invoices and requisitions.
  • Gather information and materials for special assignments and projects.
  • Process a variety of administrative forms, maintaining and updating City records and information tracking systems; prepare correspondence, reports, accounting records, and administrative documents.
  • Research files and maintain various computer databases; ensure all administrative actions comply with City policies, procedures, and guidelines.
  • Manage the procurement and distribution of supplies, oversee inventory; collaborate with vendors, verify deliveries and services, and address customer service and technical issues. Track materials, equipment, shipments, incoming deliveries, and stock, generating reports and reconciling discrepancies between physical inventory and digital records.
  • Provide informed and confidential technical assistance to customers and others engaging with the City; assist customers with requests, applications, and other documentation; retrieve and release information in accordance with City procedures.
  • Coordinate and schedule appointments and meetings; assist with the annual budget preparation process.
  • Support divisional operations through regular and punctual attendance.
  • Screen visitors and telephone inquiries; resolve issues and complaints as appropriate.
  • Foster a positive relationship between the City of Odessa and the public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintain confidentiality regarding work-related matters and City information; perform additional duties as required or assigned.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.


Minimum Qualifications:

Education, Training, and Experience Guidelines: High School Diploma or GED required; AND two years of clerical and computer experience.

Knowledge, Skills, and Abilities:

  • Understanding of policies, rules, and regulations relevant to specific areas of assignment.
  • Familiarity with City administration policies, including accounting, budgeting, purchasing, and personnel regulations.
  • Awareness of operations, services, and activities conducted by the assigned department.
  • Knowledge of methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
  • Proficiency in researching and compiling data for reports and presentations.
  • Customer service principles, protocols, and methodologies.
  • Competence in business computing and standard Microsoft Office software applications.
  • Ability to understand and apply relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
  • Skill in interpreting and explaining policies and procedures of the assigned department.
  • Capability to operate a telephone, fax machine, copier, computer, camera, and vehicle.
  • Experience in researching and compiling data for reports and technical documents.
  • Ability to interact tactfully and courteously with the public.
  • Competence in following verbal and written instructions and procedures.
  • High levels of accuracy and productivity in data entry.
  • Capacity to establish and maintain cooperative working relationships with colleagues.
  • Effective verbal and written communication skills.


License and Certification Requirements: A valid Driver's License is required. Notary public certification is preferred.

Physical Demands and Working Environment: The role involves working indoors and outdoors in various weather conditions, including after regular working hours and on some weekends. The employee is regularly required to sit, use hands to operate equipment, handle or feel; reach with hands and arms, and talk or hear. The employee frequently stands, walks, and sits. Occasionally, the employee may stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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