Administrative Coordinator
City of San Marcos, TX, Granite Heights, WI, United States
The Administrative Coordinator serves as a key administrative and compliance resource for the Police Chief and Police Administration, supporting critical operational, personnel, and regulatory functions. This role ensures the department maintains compliance with state and federal law enforcement standards, manages sensitive administrative systems, and oversees essential onboarding, licensing, and audit-readiness processes. The position supports department-wide financial, purchasing, and reporting activities while maintaining required documentation for TCOLE and CJIS obligations.
RESPONSIBILITIES
Provide high-level administrative support to Police Administration, including scheduling, communications, meeting coordination, and management of calendars and departmental inquiries.
Prepare meeting minutes, track follow-up actions, and develop departmental documents such as correspondence, forms, surveys, presentations, and annual reports.
Manage all required TCOLE reporting, including appointments, licensing actions, and separations, and maintain TCOLE documentation in compliance with state standards.
Handle external audits conducted by TCOLE and DPS, and conduct internal audits of building access, fingerprint records, and employee files to ensure continuous CJIS and TCOLE compliance.
Maintain and administer fingerprint subscription and removal processes in accordance with FACT Clearinghouse and CJIS requirements.
Coordinate new-hire processes, including pre-employment psychological evaluations, TCOLE form packets, onboarding steps, and access assignments for new personnel.
Maintain departmental records, procedure manuals, databases, files, and security access records to ensure regulatory and operational compliance.
Assist with departmental budgeting and monitoring; manage purchasing responsibilities, including contract management, invoice processing, P-Card statements, deposits, and maintaining special accounts.
Submit annual training expenditure reports to the Texas Comptroller for LEOSE funding compliance and support financial tracking, accounts payable/receivable, petty cash, and payroll modifications.
Performs other duties as assigned.
MINIMUM REQUIREMENTS
High school diploma or GED equivalent.
Associate’s degree or 60 hours of college coursework in a related field, or equivalent combination of education and experience.
Four (4) years of progressively responsible administrative support experience, including experience supporting senior management.
Valid Texas Driver’s License with an acceptable driving record.
Proficiency in Microsoft Office (Word, Excel, Access, Outlook) and Adobe Acrobat.
PREFERRED QUALIFICATIONS
Experience supporting a law enforcement or regulatory agency.
Experience with TCOLE licensing and reporting processes.
Experience managing CJIS-related compliance workflows.
Experience with department budgeting, purchasing, or contract administration.
Experience supporting executive or command-level leadership.
KNOWLEDGE, SKILLS, AND ABILITIES
Ability to read and interpret financial reports, legal documents, ordinances, regulations, manuals, and departmental publications.
Ability to prepare correspondence, reports, spreadsheets, and budget documentation.
Skill in organizing work, managing multiple priorities, and maintaining efficient workflows in a fast-paced environment.
Strong interpersonal skills with the ability to maintain confidentiality and work effectively with staff, the public, and outside agencies.
PHYSICAL DEMANDS
This position requires occasional lifting of up to 45 pounds. Frequent activities include sitting, handling, fine dexterity, vision, hearing, and talking. Occasional standing and walking may be required, with rare lifting, carrying, pushing/pulling, reaching, bending, climbing, balancing, and foot control use.
WORK ENVIRONMENT
Work is performed in a fast-paced, time-sensitive, climate-controlled office environment. The role requires maintaining accuracy, confidentiality, and professionalism while managing multiple priorities. This is a safety-sensitive position requiring adherence to safety protocols.
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RESPONSIBILITIES
Provide high-level administrative support to Police Administration, including scheduling, communications, meeting coordination, and management of calendars and departmental inquiries.
Prepare meeting minutes, track follow-up actions, and develop departmental documents such as correspondence, forms, surveys, presentations, and annual reports.
Manage all required TCOLE reporting, including appointments, licensing actions, and separations, and maintain TCOLE documentation in compliance with state standards.
Handle external audits conducted by TCOLE and DPS, and conduct internal audits of building access, fingerprint records, and employee files to ensure continuous CJIS and TCOLE compliance.
Maintain and administer fingerprint subscription and removal processes in accordance with FACT Clearinghouse and CJIS requirements.
Coordinate new-hire processes, including pre-employment psychological evaluations, TCOLE form packets, onboarding steps, and access assignments for new personnel.
Maintain departmental records, procedure manuals, databases, files, and security access records to ensure regulatory and operational compliance.
Assist with departmental budgeting and monitoring; manage purchasing responsibilities, including contract management, invoice processing, P-Card statements, deposits, and maintaining special accounts.
Submit annual training expenditure reports to the Texas Comptroller for LEOSE funding compliance and support financial tracking, accounts payable/receivable, petty cash, and payroll modifications.
Performs other duties as assigned.
MINIMUM REQUIREMENTS
High school diploma or GED equivalent.
Associate’s degree or 60 hours of college coursework in a related field, or equivalent combination of education and experience.
Four (4) years of progressively responsible administrative support experience, including experience supporting senior management.
Valid Texas Driver’s License with an acceptable driving record.
Proficiency in Microsoft Office (Word, Excel, Access, Outlook) and Adobe Acrobat.
PREFERRED QUALIFICATIONS
Experience supporting a law enforcement or regulatory agency.
Experience with TCOLE licensing and reporting processes.
Experience managing CJIS-related compliance workflows.
Experience with department budgeting, purchasing, or contract administration.
Experience supporting executive or command-level leadership.
KNOWLEDGE, SKILLS, AND ABILITIES
Ability to read and interpret financial reports, legal documents, ordinances, regulations, manuals, and departmental publications.
Ability to prepare correspondence, reports, spreadsheets, and budget documentation.
Skill in organizing work, managing multiple priorities, and maintaining efficient workflows in a fast-paced environment.
Strong interpersonal skills with the ability to maintain confidentiality and work effectively with staff, the public, and outside agencies.
PHYSICAL DEMANDS
This position requires occasional lifting of up to 45 pounds. Frequent activities include sitting, handling, fine dexterity, vision, hearing, and talking. Occasional standing and walking may be required, with rare lifting, carrying, pushing/pulling, reaching, bending, climbing, balancing, and foot control use.
WORK ENVIRONMENT
Work is performed in a fast-paced, time-sensitive, climate-controlled office environment. The role requires maintaining accuracy, confidentiality, and professionalism while managing multiple priorities. This is a safety-sensitive position requiring adherence to safety protocols.
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