Operations Coordinator at Galveston County in Galveston, TX

General Description

The purpose of this class is to assist external and internal customers by responding to their requests as they relate to the function of the assigned department.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Assists department management with budget-related activities; reviews monthly financial reports; provides information on past budgets and expenditures for use in developing budget proposals; and retrieves and reports information on expenditures and current fund balances.
• Prepares varied and complex department documents, records, reports, and forms requiring knowledge of programs, policies, and procedures. Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines.
• Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.
• Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards them for payment.
• Serves as liaison between department management and section staff/employees; responds to questions regarding department activities and services; explains policies, procedures, and operations; and follows up to obtain additional information.
• Processes invoices for payment and is responsible for departmental purchasing records and related documents.
• Maintains records of expenditures and reconciles accounts.
• Performs research on policy, rules, and regulations, and historical data.
• Maintains calendar for department management; schedules meetings and appointments; makes necessary travel arrangements; prepares and distributes agendas; and obtains requested audio-visual equipment.
• Enters information into department programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate. Research information from databases and incorporate it into reports, summaries, and other assignments.
• Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures, and mailing lists.
• Performs payroll duties; monitors timesheets for accuracy; adjusts pension codes and corrects coding for employees; ensures entries are correct.
• Receives incoming shipments and records items received; verifies accuracy of shipment. Tags all computers owned by the County. Maintains the county's computer equipment inventory systems.
• Processes requests for computer equipment and software for all County departments; processes requests for IT department purchases.
• Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Prepares outgoing mail.
• Prepares folders; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.
• Performs related work as assigned.

Minimum Education and Experience Requirements

• Any equivalent combination of education and experience that provides the requisite knowledge, skills, and abilities will be considered.
• Requires two years of experience in administrative office management and excellent oral and written communication skills or closely related experience.

Physical Demands/Work Environment

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

The work is typically performed sitting at a desk or table or while intermittently sitting, standing, bending, crouching, or stooping. The employee occasionally lifts light and heavy objects.

The work is typically performed in an office. Emergency Preparedness Tier Level: 3