Administrative Specialist

Job Description

Job Description

The City of La Vista is committed to serving our community with excellence and a focus on positive engagement. We are seeking an Administrative Specialist who embodies a strong work ethic, a customer-first mentality, and the ability to thrive in a collaborative environment. This individual will play a key role in supporting the day-to-day operations of our city office, performing various administrative functions with accuracy, creativity, and a dedication to delivering exceptional service.

Essential Functions:
As an Administrative Specialist for the City of La Vista, your primary duties will include, but are not limited to:

• Answering Phones & Assisting Visitors: Providing friendly, efficient service to residents and visitors by answering calls, directing inquiries, and distributing forms as necessary.
• Processing Occupational Licenses and Occupation Tax Payments: Process applications, record payments, issue receipts, and reconcile funds of deposits.
• Receive & Review Applications: Validating submission packages and directing them to designated reviewers.
• Entering Invoices & Purchase Orders: Support various departments in processing invoices and creating purchase orders for approval.
• Records Management: Manage both electronic and physical records to ensure efficient organization, accurate filing, and proper retention.
• Document Creation, Design, Proofreading, and Editing: Support the design and creation of city documents, ensuring they are clear, professional, visually appealing, and free from errors.
• Website Maintenance & Updates: Assisting with regular updates to the City of La Vista’s website, ensuring the information is current, accurate, and engaging for the community.

Key Qualifications:

• Strong customer service orientation with a positive, can-do attitude.
• Experience using basic accounting skills
• Meticulous attention to detail while performing data input, verification, and editing tasks.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and general office software.
• Ability to learn specialized accounting, design, and records management software.
• Creativity and the ability to assist in the design and layout of city documents.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.

This position offers a great opportunity to be part of a dynamic, supportive team while contributing to the growth and success of La Vista. If you are passionate about public service and thrive in a fast-paced, collaborative environment, we want to hear from you!