Building Maintenance & Operations Coordinator

Building Maintenance & Operations Coordinator

Salary: 115- $45,798.00 minimum salary.

Distinguishing Features of the Position (Summary)

Performs administrative and technical support work for the Building Maintenance & Operations Department, with primary responsibility for coordinating departmental accounts payable and purchasing documentation, payroll and timekeeping records, personnel administration, and records management. Duties include receiving, reviewing, coding, and processing invoices and purchasing documents; compiling and verifying payroll-related information; maintaining confidential employee and departmental records; tracking expenditures and supporting budget reports; and coordinating administrative matters with the Building Maintenance & Operations Director, department supervisors, Finance and Accounting, Payroll, Human Resources, Procurement, vendors, and other County departments. The position supports the administrative requirements of County facility maintenance and operations, including custodial services, building repairs, utilities, equipment, supplies, service contracts, and work-order documentation. Work is performed in accordance with County policies, established approval procedures, internal controls, and records-retention requirements.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Receives, reviews, codes, and processes vendor invoices for building maintenance, repairs, custodial services, utilities, equipment, supplies, service contracts, and other departmental operating expenses; verifies supporting documentation, including purchase orders, work orders, contracts, approvals, and receiving records, as applicable.

Prepares and processes purchase requisitions, purchase orders, and related procurement documents; confirms that required approvals and account or budget codes are identified; forwards complete documentation to the appropriate County office for processing in accordance with procurement procedures.

Maintains invoice and purchasing records, tracks invoice status and outstanding documentation, follows up on billing discrepancies, and assists with vendor statement reconciliation and payment inquiries.

Collects, reviews, verifies, and submits departmental payroll documentation, including timesheets, attendance records, overtime, leave requests, and other approved payroll adjustments; coordinates with supervisors, Payroll, and Human Resources to resolve missing or inconsistent information before established deadlines.

Maintains departmental records related to employee attendance, leave, onboarding, offboarding, personnel changes, training, certifications, and other employment documentation, as assigned; prepares and routes personnel forms and maintains confidentiality of sensitive employee and compensation information.

Coordinates administrative documentation for recruitment and onboarding activities, including interview scheduling, new-hire paperwork, orientation arrangements, and requests for departmental access, equipment, or supplies; refers employment-policy and personnel decisions to Human Resources or the appropriate supervisor.

Maintains organized electronic and physical files for invoices, purchasing records, payroll submissions, personnel documents, vendor agreements, service contracts, equipment purchases, work orders, and other departmental records; follows County retention, confidentiality, and records-management requirements.

Enters, updates, and verifies information in County financial, payroll, purchasing, work-order, or other applicable systems; reviews reports for completeness and accuracy, identifies discrepancies, initiates appropriate corrections, and submits transactions or documentation to the responsible office for processing.

Assists with tracking departmental operating expenditures, purchase commitments, utilities, supplies, service contracts, and other costs; compiles information and prepares spreadsheets, summaries, and reports to support budget monitoring, planning, audits, and management review.

Assists to maintain assigned records of departmental supplies, equipment, inventory, vendor information, and service agreements; coordinates receipt or distribution documentation and communicates supply or purchasing needs to the appropriate supervisor.

Provides administrative support to the Building Maintenance & Operations Director and supervisors, including drafting correspondence, preparing reports and spreadsheets, scheduling meetings, maintaining calendars, recording meeting notes, responding to routine inquiries, and coordinating information among County departments and outside parties.

Receives and routes administrative information related to facilities, maintenance requests, work orders, repairs, custodial services, utilities, and building operations; coordinates with supervisors to ensure related invoices and supporting documents are complete. This position does not independently assign technical work or direct maintenance staff unless specifically authorized.

Serves as an administrative liaison with Finance and Accounting, Payroll, Human Resources, Procurement, County departments, vendors, contractors, and service providers; provides routine information regarding documentation and procedures and refers policy, technical, or approval questions to the appropriate authority.

Supports internal and external audits and financial reviews by retrieving and organizing invoices, approvals, payroll submissions, personnel documentation, purchasing records, and other records requested by authorized County personnel.

Monitors deadlines for invoice submission, payroll processing, purchasing documentation, personnel forms, reports, and records retention; brings unresolved discrepancies, missing approvals, or compliance concerns to the attention of the Director or designated supervisor.

Additional Functions

Must be proficient in the use of computers and Microsoft software. Must be able to handle multiple priorities and work under deadline pressure. Must possess good interpersonal skills in dealing and communicating with elected officials. Department heads, employees, co-workers, agencies and the general public to ensure a service-oriented environment. Communicate in both English and Spanish

Performs other related duties as required.

Minimum Qualifications

High School graduation or its equivalent, and at least three (5) years of responsible secretarial and administrative experience relevant in administrative support, accounts payable, purchasing, payroll/timekeeping, personnel HR administration, or financial recordkeeping; or an Associate's Degree in Business Administration, or related field with three (3) year of experience performing complex office duties mentioned above; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Strong computer skills in Outlook, Word, Excel, and PowerPoint. Excellent interpersonal skills. Must be able to read and write English/Spanish. Thorough knowledge of modern office practices and procedures and the use of office machines and equipment. Must have a valid Texas Driver's License.

ADA Compliance

Physical Ability: Tasks require the ability to exert medium physical effort in medium work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of medium weight (20-50 pounds). Tasks may involve extended periods of time climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing, and repetitive motion at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed with exposure to adverse environmental conditions. Exposure to damp/wet surfaces, duty conditions, fumes and odors, flammable liquids and high noise levels

This is a Civil Service covered position. Testing requirements will follow section 2.32 of the Civil Service Rules and Regulations Handbook. Probationary period will follow section 2.35 of the Civil Service Rules and Regulations Handbook.

Benefits: Cameron County Offers Excellent Fringe Benefits, Including: Health and Life Insurance Protection, Sick and Annual Leave, Retirement System, and Paid Holidays. Cameron County has a mandatory direct deposit payroll program.

AA/EEO/MFD EMPLOYER