Administrative Assistant - City Secretary's Office

Administrative Support Specialist

Performs professional administrative and office support activities for an assigned department. Works independently to coordinate meetings; prepare correspondence; maintain records and files; process invoices and expenditures; respond to public inquiries; and support departmental operations. Provides confidential and complex administrative support requiring sound judgment, organizational skills, and effective communication.

Essential Functions

1. Receives and screens telephone calls, correspondence, visitors and customers; responds to routine inquiries and furnishes information in a professional and efficient manner. 2. Composes, types and edits correspondence, memoranda, reports, and other documents using a variety of office software. 3. Routes and answers routine correspondence not requiring supervisor's attention. 4. Organizes and maintains department files, records, logs and databases; ensures proper retention and confidentiality of records. 5. Coordinates meetings and conferences, including preparing agendas, scheduling attendees, reserving meeting space, and preparing materials. May attend meetings and take minutes as required. 6. Prepares reports by gathering necessary information and summarizing data. 7. Tracks and processes purchase requisitions, invoices, expenditures and other financial documentation in accordance with City policies. 8. Monitors office supplies and equipment; places orders and coordinates maintenance or service requests. 9. Assists in organizing special projects and events; coordinates with vendors and other departments as needed. 10. Provides excellent customer service to internal and external customers; resolves issues using sound judgment and diplomacy. 11. Organizes, evaluates and expedites workload within the department. 12. May assign, schedule or provide training to other administrative staff as directed. 13. Maintains confidentiality of sensitive and personal information. 14. Operates standard office equipment including computer, printer, copier, scanner, and related systems. 15. Performs related duties as directed when such duties are a logical and appropriate assignment to the position. 16. Regular and timely attendance are required for this position. 17. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

When Assigned to Animal Services:

• Oversees daily operations of customer service desk and provides direction to staff and volunteers.
• Handles monetary transactions, receipts and deposits.
• Maintains shelter database and processes intake, outcome, licensing and related documentation.
• Tracks and manages department expenses and assists with annual budget preparation.
• Orders and maintains inventory for shelter operations.
• Coordinates work orders and maintenance requests.
• May assist with volunteer coordination and outreach efforts.
• May support animal care functions as needed.
• May operate a motor vehicle to transport supplies or animals.
• Position may require work on weekends and holidays.

When Assigned to City Secretary's Office:

• Assists with preparation and maintenance of official records including ordinances, resolutions, contracts and minutes.
• Assists with City Council agenda preparation, posting and packet distribution.
• Attends City Council meetings and special meetings as required. Attendance at night meetings may be required.
• Processes Public Information Act requests in accordance with state law.
• Aids City departments with records management programs and practices under supervision of City Secretary and Assistant City Secretary.
• Assists with the Board and Commission appointment process.
• Processes permits and other statutory filings.
• Coordinates the Vital Statistics Program, including receiving and issuing birth and death records; and working with parents, medical professionals, funeral homes and government agencies to ensure proper processing and maintenance of vital records types.

When Assigned to Planning Services / Code Enforcement:

• Tracks ordinance violations and prepares related correspondence.
• Assists with citation and warrant documentation.
• Coordinates with Municipal Court and City Attorney as directed.
• Maintains and scans case files.

When Assigned to Information Technology:

• Receives and routes IT support calls; enters help desk tickets.
• Processes IT purchase invoices.
• Coordinates internal IT staff meetings.
• Manages IT office supply inventory.
• May assist with Level 1 support triage.

When Assigned to Public Works:

• Receives civil engineering plans and routes appropriately.
• Answers public inquiries and routes calls to appropriate divisions.

Required Skills

Skills, Knowledge and Ability:

Knowledge of general office policies and procedures.

Must have basic computer skills using Microsoft Office projects such as Word and Excel.

Ability to operate modern office equipment, including computers, printers, copy machines, etc.

Ability to type and enter data with speed and accuracy.

Ability to maintain confidentiality.

Ability to interact with the public and staff tactfully and professionally.

Skill in completing multiple tasks simultaneously and meeting deadlines.

Must have excellent oral and written communication skills as well as good organization skills.

Must have a professional, customer-oriented work ethic with a willingness to learn and adapt to an always changing environment.

Good knowledge of spelling, punctuation, grammar and formatting.

Ability to perform basic mathematical calculations.

Education, Experience and Other Requirements:

High school diploma or GED plus four years of clerical office experience or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills and abilities to perform the essential functions of the job. Some college preferred. Ability to pass clerical skills test which may include keyboarding, Word, Excel and/or language arts depending upon the position. Must possess a valid Texas driver's license with an acceptable driving record as defined by City policy. Must pass a pre-employment drug screen

When Assigned to Specific Departments (Additional Requirements):

When Assigned to Animal Services:

• Must meet CJIS requirements, as applicable.
• Must pass Federal/National criminal background check and credit check.
• Must pass pre-employment physical, drug screen and functional assessment screening (Level 1), Titmus vision screening, Ishihara vision screening, and smell test.
• Must have the physical ability to perform job functions- exposure to loud noises lifting or exert force on objects up to 50 lbs., restraining and handling animals of all temperaments, operating a variety of equipment, exposure to zoonotic diseases.
• Knowledge of basic animal behavior, animal care, diseases and breeds preferred.

When Assigned to City Secretary's Office:

• Municipal experience preferred.
• Must obtain within six months of employment and maintain a Texas Notary Public license.
• Must obtain within six months of employment and maintain Acknowledgement of Paternity certification (as required).
• Must pass typing test at 30 wpm.
• Must pass Federal/National criminal check and credit check.
• A fingerprint background check will be required of Vital Statistics staff in accordance with the Texas Health and Safety Code.
• Must meet CJIS requirements.

When Assigned to Planning Services / Code Enforcement:

• Must pass a credit check and Federal/National criminal background check.
• Must pass a typing test at 30 WPM (if required).

When Assigned to Information Technology:

• Must pass a credit check and Federal/National criminal background check.
• Must meet CJIS requirements.

When Assigned to Public Works:

• Must pass a credit check and Federal/National criminal background check.
• Must pass typing and clerical skills testing (if required).
• Must obtain and maintain Texas Notary Public license (if required).
• Bilingual (Spanish) preferred.

When Assigned to Fire:

• Must meet CJIS requirements.
• Must pass credit check and Federal/National criminal background check.
• Must become a notary within 30 days of employment or promotion and maintain notary during employment.

When Assigned to Police:

• Must pass a full background investigation and polygraph test.
• Must meet CJIS requirements.

When Assigned to CVB