Administrative Assistant

Administrative Assistant

Under general direction, this position assists the City Manager, department heads, and various staff members in completing various administrative tasks and special and ongoing projects. This role serves as the primary customer service contact and support person for the smooth and efficient daily operations of the City of Alvarado Administration Building.

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Manages incoming calls, visitors, deliveries, and routing inquiries to the appropriate personnel when necessary.
• Properly fields inquiries and unscheduled walk-ins while using independent judgment and delivering quality customer service to resolve issues for internal and external customers without disrupting operations.
• Communicates with employees, City officials, vendors, customers, outside agencies, and the public to coordinate work activities, exchange information, review the status of work, and resolve problems.
• Coordinates, schedules, and tracks meetings across departments and partner organizations, and attends meetings and takes notes as needed.
• Coordinates department training meetings and special events as directed, including preparing catering orders, room setup, and cleanup as needed.
• May be occasionally required to attend an after-hours board or committee meeting
• Posts and updates departmental information on City and departmental webpages, bulletin boards, and other communication platforms.
• Enters, retrieves, reviews, and updates information in computer systems and databases, ensuring records are accurate and corrections are made as needed.
• Processes and distributes incoming and outgoing mail for the Administration Building, including receiving and signing for packages and delivering items to appropriate personnel.
• Oversees the ordering and inventory of departmental supplies for the Administration Building.
• Ensures proper operation of office equipment by coordinating preventive maintenance, arranging repairs, and maintaining equipment and supply inventories.
• Ensures office common areas and conference rooms are neat, organized, and presentable.
• Ensures daily opening and closing of the Administration Building during standard business hours.
• Provides administrative assistance for other departments as directed.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• General knowledge of municipal government operations
• Knowledge of general office procedures, customer service practices, and administrative support functions
• Ability to communicate effectively both verbally and in writing
• Ability to execute multiple assignments and meet necessary deadlines in a fast-paced environment
• Ability to maintain accurate records and handle confidential information appropriately
• Skill in providing professional and courteous customer service to the public and staff
• Ability to work independently, in the absence of specific instructions, while supporting multiple departments and projects simultaneously
• Proficiency in standard office software programs, databases, and tools
• Ability to perform basic technical troubleshooting

Minimum Qualifications:

• High school diploma or GED
• One (1) year of general office experience
• Valid Texas Driver's License

Preferred Qualifications:

• Experience working with the public in a governmental or public service setting
• Relevant certifications or related credentials

Other Requirements:

• Performs light to medium office work, including lifting and carrying up to 25 pounds occasionally.
• Requires prolonged periods of sitting, standing, walking, bending, reaching, and repetitive hand movements associated with office and administrative tasks.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.
• May assist with meeting setup, supply organization, and movement of office materials or equipment as needed.
• Requires close vision, distance vision, depth perception, and the ability to adjust focus.
• Work Environment
• Work is primarily performed in a professional office environment.
• Frequent interaction with employees, City officials, vendors, and the public.
• Moderate noise levels associated with normal office operations and public activity.
• May occasionally travel between City facilities or attend meetings and events.
• May occasionally interact with dissatisfied, upset, or confrontational individuals and must maintain professionalism, composure, and effective customer service in challenging situations.
• Work may involve interruptions, multiple simultaneous tasks, and frequent public contact in a fast-paced environment.