Executive Office Administrator - Public Works

Executive Office Administrator

Under the general direction of the Director of Public Works/CIP, the Executive Office Administrator provides advanced administrative, financial, and operational support to the Public Works Department. This position is responsible for coordinating executive-level administrative functions, managing departmental records and documentation, supporting financial processes, and facilitating communication between leadership, staff, and the public. The Executive Office Administrator exercises discretion and independent judgment in resolving complex administrative matters, handling confidential information, and ensuring efficient departmental operations. This role supports departmental effectiveness through calendar and project coordination, financial tracking, records management, purchasing and accounts payable processing, and customer service. Serving as a central point of contact for internal and external stakeholders, the position works closely with City leadership, field personnel, consultants, vendors, and residents to ensure accurate communication and timely follow-up on departmental initiatives and service requests. The ideal candidate will embody the City's core values of Service, Humility, Innovation, Neighborly, and Excellence (SHINE).

Examples of Duties

Executive and Administrative Coordination: Provides comprehensive administrative support to the Director of Public Works/CIP and management staff. Manages complex calendars, schedules meetings and conferences, prepares agendas and supporting documentation, and coordinates logistics for departmental and public meetings. Drafts, reviews, and prepares correspondence, memorandums, reports, and other official documents. Screens and directs calls and visitors, ensuring accurate and professional communication. Tracks signature routing and ensures timely completion of approvals and documentation.

Financial Administration and Budget Support: Assists with departmental financial operations, including accounts payable, purchasing, and procurement documentation. Prepares and processes invoices, requisitions, purchase orders, and check requests; assigns appropriate account codes; reconciles purchasing cards; and maintains accurate financial records. Develops and maintains spreadsheets and tracking systems to monitor project expenses and budget activity. Supports budget preparation and ongoing fiscal monitoring to promote accountability and alignment with approved appropriations.

Records Management and Project Tracking: Serves as the Records Liaison for the department's Records Management Program, ensuring compliance with records retention requirements and documentation standards. Maintains master calendars and tracking systems for departmental projects, meetings, and deadlines. Assists with work order management systems and reporting platforms, ensuring accurate data entry and follow-up. Coordinates updates to City information with external agencies and organizations as needed.

Human Resources and Employee Support: Serves as a departmental point of contact for field employees by triaging concerns and coordinating with Human Resources to ensure appropriate resolution.

Public Interaction and Customer Service: Responds to inquiries from residents, businesses, and other stakeholders regarding Public Works operations and services. Routes service requests to appropriate staff and ensures follow-up as needed. Enters and monitors requests within reporting platforms and work order systems. Provides professional, courteous, and solution-oriented customer service consistent with City standards.

Other Duties: Performs other related duties as assigned.

Required Knowledge, Skills and Abilities:

Administrative and Municipal Operations Knowledge: Knowledge of modern office practices, procedures, and equipment. Understanding of municipal operations, departmental processes, and public sector administrative standards. Knowledge of records management principles and confidentiality requirements.

Financial and Budgetary Support: Knowledge of public sector purchasing procedures, accounts payable processes, and basic budgeting principles. Ability to track expenditures, reconcile financial records, and maintain accurate documentation.

Organizational and Project Coordination Skills: Ability to manage multiple assignments and priorities in a fast-paced environment. Skill in organizing schedules, tracking projects, and ensuring timely completion of tasks. Ability to maintain accuracy and attention to detail while managing frequent interruptions.

Communication and Interpersonal Effectiveness: Strong written and verbal communication skills. Ability to prepare clear and professional correspondence and reports. Ability to establish and maintain effective working relationships with City leadership, employees, elected officials, vendors, and the public while exercising discretion and sound judgment.

Technology and Information Systems: Knowledge of computers and standard office software applications, including Microsoft Office Suite. Ability to utilize financial systems, project tracking tools, and work order management platforms to support operational efficiency.

Typical Qualifications

Associate's Degree in Business Administration and three to five years of administrative support or project management experience. Minimum of one year of experience in municipal government operations is preferred. Must be a Texas Notary Public or able to become one within three months of date of hire.