Administrative Assistant - Engineering and Capitol Project Management

Job Opportunity

Join the City of Bastrop's Engineering and Capital Project Management Department and play a key role in supporting projects that help shape and strengthen our community. We are looking for a motivated, detail-oriented professional who thrives in a collaborative environment and enjoys providing high-level contract and administrative support.

Reporting to the Project Manager, this position offers the opportunity to work closely with departments across the organization, contribute to important City initiatives, and make a meaningful impact through exceptional organization, communication, and relationship-building skills. The ideal candidate is proactive, professional, and trusted to handle sensitive information with confidentiality, discretion, and accuracy while exercising sound independent judgment in a fast-paced municipal environment.

Essential duties and responsibilities may include, but are not limited to, the following:

• Provides administrative and contract support for Department operations, programs, and projects including scheduling, preparing agendas, compiling materials, and recording or distributing information as needed.
• Prepares a variety of written materials including staff reports, quarterly data reports, meeting agendas and minutes, and standard operating procedures.
• Assists the public, representatives from various professional organizations, consultants, contractors, and other interested parties regarding Department related matters, providing a positive impression with all parties.
• Maintains and manages file systems for the Department, including digital files, paper files, and scans permanent files into Laserfiche.
• Processes project closeout and maintains records related to fiscal guarantees and maintenance periods for development and City projects.
• Drafts, reviews, and revises contracts, agreements, and amendments.
• Ensures contracts comply with established policies, legal regulations, and industry standards.
• Maintains organized and accurate contract records and ensures documentation is properly filed.
• Coordinates with legal, finance, procurement, and project teams during contract development.
• Monitors contract performance and ensure all parties meet contractual obligations.
• Monitors contract deadlines, deliverables, renewals, and expiration dates and assists in ensuring timely completion of contract renewals, approvals, and project deliverables.
• Manages grant application timelines and ensure compliance with submission requirements.
• Responds to inquiries from City staff, consultants, contractors, and the public regarding departmental processes and project-related information.
• Maintains confidentiality of sensitive information and exercises independent judgement in handling sensitive matters.
• Supports interdepartmental coordination and communication to facilitate efficient project and departmental operations.
• Performs various errands such as delivery and pick-up of documents and obtaining signatures.
• Operates a variety of office equipment including a large format scanner/printer.
• Participates with Emergency Management when the need arises with the duties assigned.
• Performs any and all related duties and special projects as assigned by the Project Manager.

Work Schedule:

• Position is designated as an on-site role and requires regular in-office attendance during standard business hours, Monday Friday, 8:00 a.m. to 5:00 p.m.
• Regular and consistent attendance for the assigned work hours is essential. Time scheduled off should be managed so as to not interfere with the ability to accomplish tasks, including special projects and assignments.

Special Requirements: Must be able to work holidays, weekends, or after hours for special events, meetings or during emergency situations as required.

Minimum Qualifications:

• High school diploma or GED; supplemented by a minimum of four (4) years of progressively responsible financial and administrative support experience that demonstrates the ability to function with considerable independence.
• Advanced office and computer skills are a must.
• Experience in reading and interpreting contracts is preferred.
• Any work- related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

• Must have and maintain a valid Texas Driver License throughout employment with the City with an acceptable driving record.
• Registration as a Public Notary or ability to obtain upon hire, must be bondable.

Knowledge, Skills, and Abilities:

• Thorough knowledge of modern office practices and procedures, including utilizing a variety of office equipment and applications.
• Thorough knowledge of a variety of modern computer software to include Laserfiche and basic windows.
• Exceptional proficiency in Microsoft Office Suite applications including Excel, Word, and Outlook.
• Considerable knowledge of principles of effective administration, to include coordinating, planning, and scheduling.
• Skill in both written and oral communications for effective expression of concepts in dealing with customers and co-workers.
• Ability to apply analytical and interpretive skills to problem solving.
• Ability to exercise sound judgment and make independent decisions in accordance with established policies and procedures.
• Ability to establish and maintain effective working relationships with supervisor, support staff and other departments/agencies position interacts with.
• Ability to analyze, organize and review work for established policy standards, efficient results, and accuracy.
• Ability to exercise discretion in matters of a sensitive and confidential nature.
• Ability to exercise professionalism, courtesy, and tact in frequent contact with the public.
• Attention to detail and ability to manage multiple tasks.
• Understanding of contracts and other related documentation.

Physical Demands and Working Environment: Most tasks are essentially sedentary, with occasional walking, bending, light lifting (5-20 pounds), driving vehicle, or other restricted physical activities. Some tasks involve some physical effort, i.e., standing and walking, or frequent moderate lifting (20-50 pounds), minimal dexterity in the use of fingers, limbs, or body in the operation of office equipment. Tasks may involve extended periods of time at a keyboard or workstation.

The City of Bastrop is an Equal Employment Opportunity Employer (EEO) and values diversity in its workforce. As an EEO employer, the City provides equal employment opportunities to all employees and applicants for employment and prohibits 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. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Employment is contingent on passing post-offer, pre-employment drug testing/physical, and criminal background investigation.