Administrative Assistant - City Clerk

Administrative Assistant

Join our team as an Administrative Assistant in the City Clerk's office, where your organizational skills and attention to detail will shine. In this role, you'll provide vital support by managing records, assisting with public inquiries, and coordinating office activities. The ideal candidate will have excellent communication abilities and a knack for multitasking in a fast-paced environment. If you're ready to contribute to the smooth operation of our city government, apply today! Performs a variety of administrative and technical duties in support of the City Clerk's Office. The position requires advanced computer knowledge and technical proficiency, strong organizational and communication skills, sound judgment, initiative, and the ability to exercise independent decision-making while working with minimal supervision. As a primary point of contact for the City Clerk's Office, this position provides administrative support and coordination for a broad range of departmental functions, including, but not limited to, City Council meetings, Vital Statistics, Boards and Commissions, records management, permitting, polling, office supplies, budgeting and billing. The position is expected to maintain a high level of accuracy, confidentiality, professionalism, and customer service while ensuring assigned responsibilities are completed efficiently and in accordance with applicable policies, procedures, and regulations.

Duties

Operates a multi-line telephone system and provides professional, courteous, and responsive first-line customer service at the front window to internal and external customers. Provides information regarding City Clerk services, procedures, requirements, and applicable fees.

Provides administrative support for the daily operations of the City Clerk's Office, including meeting setup, City Council meeting-related activities, polling activities, departmental Outlook calendars, and other administrative functions.

Provides administrative support for Vital Statistics operations and assists with the processing, issuance, filing, maintenance, and retrieval of birth and death records in accordance with applicable laws, regulations, and departmental procedures.

Coordinates and updates records related to City Boards and Commissions; coordinates appointments; and ensures appointment and appointee documentation complies with applicable City policies and state requirements.

Coordinates the purchasing of office supplies and maintains departmental inventory. Provides notary services, coordinates departmental travel, processes purchase orders and P-Cards, and provides administrative support for the departmental budget process, including day-to-day expenditure tracking.

Processes Alcohol Packets and various other permits administered by the City Clerk's Office, ensuring required documentation is complete and appropriately processed in accordance with established procedures, City requirements, and applicable state laws and regulations.

Provides administrative support to the City Clerk and assists with special projects, assignments, and departmental initiatives as directed and performs all other duties as assigned.

Minimum Qualifications

Required:

• High School Diploma or equivalent (GED)
• Three years of customer service or general office experience.
• Must be bondable and able to become a notary public.

OR

• An equivalent combination of experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

Preferred:

• Associate's Degree in Public Administration, Business, or related field from an accredited college or institution.
• Bilingual (Spanish).
• Municipal government experience.

Knowledge, Skills and Abilities

Ability to multitask, establish priorities, work independently or as a part of a team, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Advanced knowledge of business machine operations, faxes, digital recorders, and accounting/billing processes; skilled in computer usage, typing, Windows, Publisher, PowerPoint, Excel, Access, Laserfiche, AgendaQuick, electronic agendas and websites. Must have a high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position requires demonstrated tact and diplomacy; ability to provide professional and courteous customer service to public officials, employees and the public in sometimes difficult or sensitive situations is key. Ability to handle cash and process payments.

Benefits

To promote health and wellness, we provide a comprehensive benefits program (listed below) to meet the needs of you and your family. Our goal is to help you live and work well 365 days a year.

Medical

• United Healthcare
• Effective the first day of the month following 30 days of employment
• Annual Deductible (Network) $750 Indiv/$2,250 Family
• In-Network Benefit 80%/20% after plan deductible
• $50 co-pay (general visit)
• RX - $10 Generic/$40 Formulary/$75 Non-Formulary
• Flexible Spending Accounts: Healthcare and Dependent Care expenses
• FREE virtual visits

Dental

• Cigna Dental PPO & DHMO
• Effective the first day of the month following 30 days of employment
• Preventative & diagnostic covered at 100%
• Annual Deductible: $50/Indiv (Cigna PPO) - No annual deductible for Cigna DHMO

Vision

• Superior Vision
• Effective the first day of the month following 30 days of employment
• In-Network exam co-pay $10 & $25 materials co-pay
• Frames: $140 Allowance - Contact Lenses: $160 Allowance

Holistic Health & Wellness

• Employee Wellness Center offering FREE primary care medical treatment for employees & dependents on the Medical plan
• FREE access to gyms, Shipt, and Walmart+ through our employee medical insurance
• Gym partnership with Lee College Wellness Center & swimming pool for $58/year
• Employee Assistance Program providing employees and their household family members up to 8 FREE counseling sessions per issue per year, legal and financial assistance, will generator tools, and more!
• Sick Leave Pool providing participants additional paid sick time if accruals are exhausted.
• SmartDollar: free online program providing tips and tools from Dave Ramsey for getting out of debt and building good saving practices

Retirement

• Texas Municipal Retirement System:
• 7% employee contribution with a 14% employer match
• 5 year vesting
• Retirement Eligibility: 20 years of service/any age - or - 5 years of service/at least age 60
• FREE Life Insurance coverage up to 1X your base annual salary
• MissionSquare 457 and 457 Roth IRA plans: additional voluntary employee participation

Disability Insurance

• Equitable:
• Long-term Disability: voluntary elected coverage. Pays 60% of monthly earnings up to $8,000 per month up to social security age, depending on the disability
• Short-term Disability: voluntary elected coverage. Pays 60% of weekly earnings up to $1,000 per week for up to the first 13 weeks of a disability

Training and Tuition Assistance

• The HUB Employee Training Center: we invest in you by equipping you with the knowledge and skills needed to live out our Purpose and Core Values
• Access to funding up to $1,500 per semester or $3,000 per year for tuition toward courses that are job-related or will enhance your work performance

Generous Paid Sick, Vacation, & Holiday Leave

• 10 holidays per year and one personal employee day per year
• 15 days sick leave per year
• Starting at 10 days of vacation per year; up to 25 days per year
• Sick and Vacation hours roll over annually up to the maximum limit