Administrative and Transportation Coordinator

This position provides administrative and clerical support for the Public Works Department and Office Manager, including customer service, telephone and reception services, calendar coordination, document preparation, records management, purchasing support, and work order tracking. Coordinates the scheduling and administrative activities of the City’s STAR (Seniors Taking A Ride) Senior Transportation Service, including rider requests, driver schedules, trip documentation, and program reporting. Applies established procedures, maintains accurate information, and coordinates with staff to support responsive public services and efficient department operations.The following duties are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or logically assigned to the position.

• Answers and routes telephone calls, monitors assigned email inboxes, greets visitors, provides accurate information about Public Works services, and directs inquiries to appropriate staff to connect customers with timely assistance.
• Receives and documents customer concerns and service requests; enters, updates, and routes work orders for fleet, streets, water, wastewater, and other assigned divisions in the City’s work order and asset management system; and tracks status and follows up with staff to support timely resolution and accurate service histories.
• Creates, organizes, indexes, scans, files, and retrieves paper and electronic department records, including correspondence, work orders, purchasing documents, and program files, to maintain accurate, accessible information for daily operations and reporting.
• Applies City-approved records retention schedules and procedures consistent with applicable Texas records requirements; tracks retention dates; and coordinates archiving and authorized disposition with designated records personnel to preserve required records and prevent premature destruction, including records subject to pending requests or holds.
• Maintains assigned staff and department calendars, schedules meetings and appointments, coordinates meeting spaces, and prepares and distributes agendas, materials, and meeting notes as assigned to keep staff informed and support organized department activities.
• Receives, sorts, distributes, and routes incoming mail, deliveries, and electronic documents, and prepares outgoing correspondence to ensure information reaches the appropriate staff and office responses are issued promptly.
• Prepares, formats, proofreads, and distributes correspondence, forms, notices, spreadsheets, and reports to communicate accurate information and document department activities.
• Prepares and routes purchase requisitions, purchase orders, and invoices; checks supporting documentation; maintains vendor and expenditure records; and tracks office supply needs to support timely purchases, accurate payment processing, and established purchasing controls.
• Locates and compiles department records, asset status, and routine operating data for reports, audits, public information requests, and assigned grant documentation; coordinates with authorized City staff on review and release to support complete, timely responses and protect confidential information.
• Receives and processes STAR transportation requests, verifies required rider information, and applies established eligibility, service area, trip priority, and capacity guidelines using Assisted Rides or the City’s designated scheduling system to arrange trips consistently within program requirements.
• Prepares and updates daily trip schedules and passenger manifests; coordinates pickup and drop-off locations, appointment times, and rider assistance information with drivers to provide complete trip instructions and support reliable transportation.
• Communicates schedules, service availability, program requirements, and trip changes to riders, caregivers, family members, medical offices, and service providers, as appropriate, to help customers understand and use the service.
• Monitors trip updates, cancellations, no-shows, and vehicle or driver availability; adjusts schedules within established guidelines; and promptly refers safety, accessibility, service complaints, and unresolved scheduling concerns to the appropriate supervisor to minimize disruptions and support safe, responsive service.
• Maintains rider files, trip records, manifests, cancellations, no-shows, complaints, and related program documentation; compiles ridership, trip, destination, and utilization statistics and prepares routine summaries to support accurate reporting and supervisory review of service demand and capacity.
• Communicates reported vehicle availability, maintenance, fueling, cleanliness, and safety concerns to responsible Public Works personnel and updates trip schedules as directed to account for vehicle readiness and service limitations.
• Assists with the coordination and administration of STAR program grants, including outreach with grant agencies, gathering supporting documentation, tracking deadlines and grant requirements, maintaining records, and assisting with required reports and compliance documentation. 
• Assists with updating program forms, rider information, and operating procedures, and explains established scheduling and documentation processes to drivers, the public, and staff to support consistent program administration.
• Provides administrative coverage for the Public Works Office Manager within assigned authority and coordinates information with other City departments, vendors, and partner organizations to maintain continuity of office services and complete shared administrative tasks.
• Performs other related duties as assigned.

Education and Experience:

• High school diploma or equivalent.
• Three (3) years of experience in administrative or clerical support, scheduling, dispatching, customer service, or a closely related field that includes maintaining records and coordinating office or service activities.
• An equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities needed to perform the essential functions may be considered.

Knowledge of:

• Standard office practices, administrative procedures, and office equipment.
• Customer service principles, telephone etiquette, and professional business communication.
• Paper and electronic filing methods, records organization, retention principles, and confidential information handling.
• Basic scheduling methods, data entry practices, and recordkeeping procedures.
• Business writing, grammar, spelling, proofreading, and basic arithmetic.
• Common office software functions for word processing, spreadsheets, email, and calendars.

Skill in:

• Using office software to prepare documents, maintain spreadsheets, manage calendars, and communicate information.
• Entering, reviewing, and updating information accurately in databases, scheduling systems, and work order systems.
• Organizing files, tracking requests, and maintaining complete supporting documentation.
• Coordinating schedules, appointments, and administrative tasks with changing priorities.
• Providing courteous telephone, written, and in-person customer service.
• Preparing routine reports, checking basic calculations, and identifying missing or inconsistent information.

Ability to:

• Learn and apply City and Public Works procedures, approved records retention schedules, STAR program guidelines, and assigned software systems.
• Coordinate transportation requests and communicate accurate trip information within established program requirements.
• Organize and prioritize work, meet deadlines, and adjust assignments when service needs or schedules change.
• Communicate clearly and respectfully with employees, residents, older adults, people with disabilities, caregivers, vendors, and partner organizations.
• Maintain confidentiality and handle sensitive rider, customer, and department information appropriately.
• Exercise sound judgment within assigned authority and recognize when a concern requires supervisory review.
• Identify discrepancies, research records, compile routine statistics, and prepare accurate summaries.
• Work independently on assigned tasks and cooperate with others to maintain office and service coverage.
• Respond professionally to complaints and explain service limitations or procedures without making commitments beyond assigned authority.