Position: Office Coordinator – Admin I

Department: Administration

Reports to: Town Clerk

Salary: Full Time and/ or Part- Time $23.80 – $33.32 hourly DOE

Closing Date: 07/15/2026 or until filled

The Office Coordinator provides administrative and operational support for the Town of Gypsum across various municipal functions. This role is responsible for delivering exceptional customer service and supporting the day-to-day operations of Town Hall. The position serves as a key point of contact at the front desk and plays a vital role in ensuring effective communication and service delivery to residents, businesses, and other stakeholders. Fluency in Spanish and English strongly preferred.

Essential Functions:

• Serve as one of two primary customer service representatives at the front desk, greeting visitors and responding to public inquiries in person, by phone, and via email.
• Answer incoming telephone calls and direct the caller to the correct person or work group, or take and relay messages as appropriate.
• Perform a variety of standard administrative office duties, including data entry, record keeping, preparing and processing various documents, basic bookkeeping, and maintaining files.
• Assist visitors with completing government forms and other Town documents and applications.
• Maintain confidentiality of work-related issues, records, and Town information.
• Calculate payments due and determine correct accounting codes.
• Prepare cash receipting transactions, review and edit reports, make corrections, and balance entries.
• Operate cash register.
• Receive and verify documentation required for passports such as evidence of citizenship, naturalization documents, birth certificates, passports, marriage certificates, court documents, and state-issued driver licenses and identification cards; review all forms for accuracy before submitting to the Department of State. Take passport photos.
• Coordinate and purchase meals, drinks, snacks, and kitchen supplies for Town Council and staff; coordinate upkeep of Town Hall seasonal décor and kitchen cleanliness.
• Conduct and prepare the Costco audit and payments.
• Provide support for Municipal Court on court dates.
• Maintain a positive attitude and help provide a pleasant atmosphere for employees, council members, and citizens.
• Perform other duties as assigned.

Knowledge, Skills & Abilities:

• English usage, spelling, grammar, and punctuation.
• Modern office practices and procedures.
• Basic mathematical calculations.
• Communicate effectively verbally and in writing.
• Work with frequent interruptions.
• Effectively deal with angry, irate, or disgruntled customers.
• Read and comprehend instructions, correspondence, and memorandums.
• Organize and maintain payment records for prompt and accurate referral or retrieval.
• Establish successful working relationships internally as well as externally.
• Willingness to learn additional duties as needed.
• Computer proficiency with word processing and spreadsheet applications, including Microsoft Word, Excel, Outlook, and specialized accounting software.
• Effectively operate office equipment, including personal computer, copier, scanner, fax machine, and calculator.
• Perform utility software data processing tasks, including data entry, queries and retrievals, reports, and custom report design.

Education and Experience:

• High school diploma or equivalent required; associate degree or coursework in public administration, business, or a related field preferred.
• Two (2) years of administrative, clerical, or customer service experience preferred.

Or

• Any combination of education, training, and experience which provides the required knowledge, skills, and abilities.

Additional Requirements:

• Passport certification required within 3 months of hire date.
• Notary certification required within 3 months of hire date.
• Must successfully pass a criminal background check and pre-employment drug screen.

Work Environment & Physical Requirements:

• Work is performed in a standard office environment with frequent public interaction.
• May involve occasional standing, lifting (up to 25 lbs), and extended periods at a computer or phone.
• Some evening hours may be required during court sessions or public meetings.

• Must successfully pass a criminal background check and pre-employment drug screen.

The qualification requirements, physical demands, and work environment characteristics described in this job description are representative of those that must be met by an employee to perform the essential duties and responsibilities of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. We are an equal opportunity employer. At the Town of Gypsum, we provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. The Town of Gypsum is also committed to compliance with the Americans with Disabilities Act (ADA). Individuals who would like to request an accommodation may contact us at HR@townofgypsum.com.