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Senior Administrative Coordinator

2 months ago

San Antonio, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

Are you looking to enhance your professional skills while contributing positively to the community? At the Texas Department of Aging & Disability Services, we value teamwork, dependability, and inclusivity among our staff. We are committed to fostering a diverse workplace where every employee feels appreciated and supported.

If you are passionate about providing compassionate and innovative support, we invite you to consider the role outlined below.


The Administrative Assistant III is responsible for delivering high-level administrative support to the Director of Maintenance.

This position is characterized by the necessity for initiative, exceptional organizational skills, and the ability to understand program operations, policies, and procedures. Employees in this role are expected to work autonomously and manage administrative tasks without requiring constant oversight from management.

The incumbent will report directly to the Director of Maintenance/Facilities and will assist in the daily operations of the Facility Maintenance Department.

Key Responsibilities:

  • Act as a liaison between the Director and various stakeholders.
  • Oversee assigned programs and projects within the Maintenance/Facilities Department.
  • Coordinate calendars and prepare meeting materials, including agendas and minutes for the Projects Workgroup Committee.
  • Process invoices and manage employee time submissions.
  • Assist with the hiring process and provide support to other administrative staff, including CAFM operations.

This role allows for moderate discretion in using initiative and independent judgment to provide both routine and advanced technical assistance to the maintenance/facilities department.

The incumbent will be responsible for maintaining accurate records for the Maintenance/Facilities Department, which includes:

  • Human resource documentation
  • Joint Commission records
  • Fire Marshall reports
  • Life safety documentation
  • Department-specific training records
  • Employee timekeeping
  • Providing backup support to all internal departments as required.

Access to sensitive information is a requirement, and confidentiality must be upheld at all times. The position also entails effective communication and correspondence for the department, ensuring all information is accurate and free from errors.

Essential Functions:

  1. Regular attendance is required, with potential for specific shift schedules or overtime as needed.
  2. Perform administrative tasks for the Facilities Maintenance Department, including maintaining various records and schedules.
  3. Conduct record-keeping and clerical functions to support the assigned administrator.
  4. Engage with facility management and customers to verify information and resolve issues.
  5. Prepare a variety of written materials, including correspondence and reports.
  6. Organize and distribute meeting agendas and departmental reports.
  7. Ensure permits and licenses for equipment are current and manage renewals.
  8. Research topics relevant to administrative requirements and maintain compliance documentation.
  9. Process various documents in accordance with program and legal requirements.
  10. Provide backup support to ensure continuity of work order services.
  11. Assist administrative personnel with their functions as needed.
  12. Participate in Accident Review Board Case Reviews.
  13. Engage in Emergency Management support activities as required.

Knowledge, Skills, and Abilities:

  • Understanding of work order tracking and facility management processes.
  • Familiarity with office practices and administrative procedures.
  • Ability to perform basic mathematical calculations and compose various documents.
  • Knowledge of agency policies and procedures.
  • Skills in coordinating maintenance work and providing customer service.
  • Proficiency in standard office equipment and software.
  • Ability to communicate effectively with diverse groups and maintain confidentiality.
  • Capability to assist with large projects and participate in staff meetings.
  • Ability to implement administrative procedures and interpret regulations.
  • Capacity to work independently and collaboratively in various circumstances.

This position may also involve participation in disaster response and recovery efforts, which could require alternate shift assignments.