Office Coordinator

United States

Closing soon

Department: Building Inspections Reports to: Building Official

Summary: Under basic supervision, responsible for the organization and co- ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency, performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and the Building Inspections division.

Essential Functions : -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following 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 below; 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. Essential duties and responsibilities may include, but are not limited to, the following :

  • Assigns and monitors department's administrative staff and manages overall the day-to-day administrative activities for the office; exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; tracks operational and administrative issues, and assures the effective communication of operational information.
  • Assists in special projects for the Building Official, Assistant Building Official and Development Services Manager.
  • Evaluates and trains staff; meets regularly with staff to discuss and resolve priorities, workload, resource allocation, quality standards, and technical issues; monitors operations to identify and resolve problems.
  • Responsible for ensuring that customer service issues are properly addressed and resolved. Ensures that results are met and makes changes for improvement.
  • Assures that the Building Official action items are properly processed, managed and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions.
  • Must have and maintain a cell phone for City use to hold this position.
  • Ensure top performance of office staff by providing them adequate coaching and guidance.
  • Responsible for ensuring division budget are met by preparing annual budget, planning expenditures and carrying out corrections that may arise.
  • Responsible for purchasing and maintaining personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
  • Manages and purchases inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
  • Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
  • Arranges and schedules appointments and meetings; assists with the annual budget process.
  • Screens visitors and phone callers; resolves issues and complaints as appropriate.
  • Supports the departmental operations with regular and timely attendance.
  • Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
  • Minimum Qualifications:

    Education, Training and Experience Guidelines: Associates Degree in Business or related field required; AND two years' (2) experience as an Administrative Assistant or Senior Administrative Assistant.

    One year of supervisory experience preferred.

    OR High school diploma/GED and four (4) years' experience as an Office Coordinator.

    Knowledge of:

  • Office manager responsibilities, practices and procedures.
  • Administrative practices and procedures.
  • Policies, rules, and regulations covering specific areas of assignment.
  • City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
  • Operations, services, and activities performed by assigned department.
  • Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
  • Methods and techniques of researching and compiling data for reports and presentations.
  • Customer service principles, protocols, and methods.
  • Business computers and standard MS Office software applications.
  • Skill in:

  • Strong organizational and planning skills in a fast paced environment.
  • Dealing tactfully and courteously with the public.
  • Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
  • Interpreting and explaining policies and procedures of assigned department.
  • Using initiative and independent judgment within established procedural guidelines.
  • Strong attention to detail and problem solving skills.
  • Researching and compiling data for reports and technical documents.
  • Establishing and maintaining cooperative working relationships with co- workers.
  • Communicating effectively verbally and in writing.
  • Managing and coordinating the work of subordinate staff.
  • Ability to:

  • Keep sensitive information confidential.
  • Plan and execute diverse tasks with limited supervision.
  • License and certification requirements: A valid Texas State Driver's License is required. Specific technical training and certification may be required for some incumbents.

    Physical demands and working environment: Work is performed in a standard office environment.

    Job details


    Office Coordinator




    United States


    May 26, 2023

    Application deadline

    June 11, 2023

    Job type



    Business and Economics

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