Description
Administrative Records Coordinator
Confidential Public Sector Employer
Work Location: Onsite
Salary Range: Approximately $18.00 to $24.00 per hour, depending on qualifications, experience, budget approval, and final classification.
Position Type: Full-time, onsite, in-person position
Important Notice
This posting is intended as a general recruitment summary. The final job description, title, reporting structure, duties, compensation, schedule, benefits, and requirements are subject to change based on organizational needs, budget approval, final classification review, and operational requirements.
Position Overview
The Administrative Records Coordinator performs a variety of clerical, administrative, receptionist, customer service, and records-related duties in a fast-paced office environment. Responsibilities may include answering phones, greeting visitors, responding to inquiries, preparing documents, maintaining electronic and paper files, entering and updating records, processing forms, coordinating schedules, assisting with public information or records requests, and supporting internal staff as assigned.
This is an onsite position. Regular, in-person attendance is an essential function of the job. Remote work is not anticipated for this position.
The successful candidate must be able to handle confidential information appropriately, provide excellent customer service, communicate professionally with employees and the public, and work independently with limited supervision.
Essential Job Duties
The Administrative Records Coordinator must be able to perform the following duties, with or without reasonable accommodation:
- Greet and assist customers, visitors, employees, and outside contacts in a professional and courteous manner.
- Answer telephone calls, respond to inquiries, take messages, and direct individuals to the appropriate person or resource.
- Provide exceptional customer service in person, by phone, and through written communication.
- Perform routine data entry and records support duties, including creating, sorting, copying, scanning, emailing, distributing, and filing documents.
- Set up, maintain, and update paper and electronic records and filing systems.
- Prepare, type, format, proofread, scan, copy, fax, and file letters, forms, memos, reports, emails, and other documents.
- Assist with records research, retrieval, review, organization, and maintenance.
- Review records and documents for accuracy, completeness, and compliance with applicable procedures.
- Assist with public information, open records, or other records-related requests as assigned.
- Coordinate with internal staff, outside agencies, and other contacts to provide, verify, or exchange information.
- Schedule and confirm meetings, appointments, interviews, visits, or other assigned activities.
- Maintain office supplies, forms, and routine office resources.
- Operate standard office equipment, including computers, phones, copiers, scanners, fax machines, cameras, and related systems.
- Use computer programs and databases for word processing, spreadsheets, records management, document tracking, and data entry.
- Assist with form processing and verify information for completeness and accuracy.
- Maintain appropriate confidentiality regarding sensitive records, internal business, personnel information, and department operations.
- Communicate effectively with supervisors, co-workers, customers, and outside contacts.
- Use good judgment, solve routine problems, and elevate issues or concerns through the appropriate chain of command.
- Follow employer policies, department procedures, safety rules, confidentiality expectations, and supervisor instructions.
- Demonstrate punctual, regular, onsite attendance.
- Work outside normal business hours or attend meetings when required.
- Safeguard employer property and report needed repairs or concerns.
- Maintain a clean, safe, and organized work environment.
- Perform other duties as assigned.
Confidentiality Notice
This is a confidential recruitment. The employer name, department name, and specific organizational details may be disclosed later in the selection process to candidates selected to move forward.
The final job description is subject to change and may be revised before hire based on operational needs, final classification review, budget approval, and organizational requirements.
Employment Disclosures
Equal Employment Opportunity
The employer is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable law.
Reasonable Accommodation
Applicants who require a reasonable accommodation during the application or selection process may request assistance. The essential functions of the position must be performed with or without reasonable accommodation.
Conditional Offer and Background Screening
Any offer of employment may be contingent upon successful completion of applicable pre-employment screening, which may include a background check, reference check, motor vehicle record review, medical examination, drug screening, or other job-related screening requirements, as permitted by law.
Employment Eligibility
The selected candidate must be legally authorized to work in the United States and will be required to complete employment eligibility verification as required by federal law.
Onsite Work Requirement
This is an onsite position. Regular, punctual, in-person attendance is an essential function of the job. Remote work is not anticipated for this position.
Confidential Recruitment
This is a confidential recruitment. The employer name, department name, and specific organizational details may be disclosed later in the selection process to candidates selected to move forward.
Job Description Subject to Change
This posting is intended as a general recruitment summary. The final job description, title, reporting structure, duties, compensation, schedule, benefits, and requirements are subject to change based on organizational needs, budget approval, final classification review, and operational requirements.
No Contract Created
This posting does not create a contract of employment or guarantee employment for any specific period. Employment remains subject to applicable policies, procedures, and law.
Requirements
Minimum Qualifications
- High school diploma or GED required.
- Four years or more of satisfactory experience performing substantially similar administrative, clerical, customer service, records, or office support duties.
- Valid Texas Class C driver’s license with an acceptable driving record.
- Ability to successfully complete applicable pre-employment screening, which may include background checks, personnel evaluation, medical examination, and drug screening.
- Ability to maintain required confidentiality and comply with applicable data security requirements.
- Ability to type at least 35 words per minute.
- Working knowledge of Microsoft Office programs such as Word, Excel, Outlook, and PowerPoint.
- Ability to learn and use records management, accounting, database, or other internal software systems.
Preferred Qualifications
- Bilingual communication skills in English and Spanish.
- Knowledge of records management practices.
- Knowledge of the Texas Public Information Act or willingness to learn.
- Notary Public commission or willingness to obtain, if needed.
- Experience working in a public sector, customer-facing, confidential, administrative, or records-sensitive environment.
Knowledge, Skills, and Abilities
- Strong customer service skills.
- Strong written and verbal communication skills.
- Ability to listen carefully, ask appropriate questions, and communicate clearly.
- Good grammar, proofreading, and document preparation skills.
- Ability to manage multiple calls, tasks, requests, and deadlines.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and exercise discretion.
- Ability to work independently with limited supervision.
- Ability to follow policies, procedures, and supervisor instructions.
- Ability to use logic, reasoning, and good judgment to resolve routine issues.
- Ability to remain professional when interacting with upset, distressed, or difficult individuals.
- Ability to establish and maintain effective working relationships with co-workers, supervisors, customers, and outside contacts.
- Ability to learn applicable laws, regulations, policies, and procedures related to assigned work.
Physical and Mental Requirements
The position may require the ability to:
- Sit, stand, bend, reach, stretch, push, pull, and move around an office environment.
- Use repetitive hand motions for typing, scanning, filing, and document handling.
- See details at close range.
- Hear and understand spoken communication.
- Communicate clearly in English.
- Work under pressure and meet deadlines.
- Lift or move objects weighing up to 35 pounds.
- Occasionally work in file storage or records areas that may be cold, hot, dusty, or damp.
- Walk up and down stairs as needed.