Lead Administrative Coordinator

2 weeks ago

Galveston, Texas, United States CITY OF GALVESTON Full time

Position Overview: Under general supervision, the Lead Administrative Coordinator executes a variety of advanced support functions. This role is characterized by a higher degree of work diversity, complexity, and operational autonomy. The incumbent will assist with payroll processing and manage various administrative tasks for the Human Resources Department.

KEY RESPONSIBILITIES: Key responsibilities, as outlined under the Americans with Disabilities Act, may encompass any of the following representative duties, knowledge, and skills. Regular attendance is an essential function of this role.

  • Performs general office tasks and delivers comprehensive payroll and administrative support; assists with high-priority projects.
  • Acts as a secondary support to the Payroll Specialist.
  • Maintains employee personnel records; distributes, collects, and updates records as necessary; oversees the filing system.
  • Prepares various intricate reports; compiles data; provides analytical insights.
  • Conducts research for diverse projects and/or special assignments.
  • Engages in procurement and purchasing activities; creates and approves requisitions; monitors purchase orders; researches and selects vendors; obtains vendor quotes; interacts with vendors regarding issues or concerns.
  • Welcomes incoming residents or other visitors; assesses the nature of the visit and delivers exceptional customer service.
  • Assists with new hire orientations, open enrollment, and various HR initiatives.
  • Handles incoming phone inquiries; provides information and/or directs calls to the appropriate staff member.
  • Receives and distributes inter-office and postal correspondence.
  • Arranges travel for staff; makes necessary purchases.
  • Provides support to various committees and task forces; offers logistical services; takes and transcribes meeting minutes.
  • Orders office supplies, materials, and equipment.
  • Enhances the relationship between the City of Galveston and the public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
  • Employees may be required to work at any time to ensure the safety and well-being of the public, including the delivery and restoration of essential services during emergencies.

KNOWLEDGE AND SKILLS:

Knowledge:

  • City organization, operations, policies, and procedures.
  • Principles and practices of payroll processing.
  • City human resource policies and procedures.
  • Federal fair labor standards.
  • Business computing; word processing and spreadsheet software; and other general office equipment and applications.

Skills:

  • Managing situations requiring diplomacy, fairness, firmness, and sound judgment.
  • Delivering efficient customer service.
  • Understanding and applying City policies and procedures and relevant federal and state regulations.
  • Processing staff payroll with a high degree of accuracy.
  • Organizing and maintaining records effectively.
  • Multi-tasking efficiently.
  • Establishing and maintaining cooperative working relationships across all levels within the City.
  • Communicating effectively both verbally and in writing.

MINIMUM QUALIFICATIONS:

High School diploma or equivalent; AND four years of experience in advanced staff support; may require one year of payroll support experience; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION:

Possession of a valid Texas driver's license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is primarily conducted in a standard office environment. May require lifting and carrying items weighing up to 30 pounds. May require climbing ladders.

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