ADMINISTRATIVE ASSISTANT

Administrative AssistantBellaire, TX 77081 Start Date 09/16/2026 End Date 10/04/2026OverviewSalary Range $23.15 - $27.88 Hourly Position Type Full Time Category Admin - ClericalDescriptionLooking for a meaningful opportunity to put your organizational skills to work? Join the City of Bellaire as an Administrative Assistant in Public Works and become part of a small, close-knit team that takes pride in serving our community. We prioritize stewardship, creativity, and camaraderie, creating a workplace where people support one another and every contribution matters. If you're ready to make a difference while working alongside a team that values collaboration and service, we invite you to apply.ADMINISTRATIVE ASSISTANT - PUBLIC WORKS functions include but are not limited to the following:Administrative Support: Copy, fax, and scan documentation; order office supplies; maintain a filing system for department documents.Prepare departmental correspondence and notices; attend meetings; process requests for information.Maintain calendars, leave records, and oversee record retention files; assist department/division staff.Department and Community Relations: Answer and direct telephone calls; greet visitors; assist at the front desk.Respond to requests for information and resolve customer complaints.Maintain communication between the Director, Assistant Directors, employees, and residents.Cultivate and maintain positive relationships with vendors as well as internal departments.Special Projects, Budgets, and Purchase Orders: Assist with special projects, schedule repairs to office equipment, and support the preparation of annual budgets.Monitor expenditures and process invoices and purchase orders.Prepare and maintain work orders for resident requests; dispatch the proper department based on calls.Meeting and Event Coordination: Provide logistical support for meetings and events, including coordinating schedules, making conference room requests to City Hall, and managing the conference room calendar for the Public Works Administration Building.Software Implementation and Management: Use tools in software for the provisioning of infrastructure, adding workflow assets, tasks, etc. in an administrative capacity within the system.Continue to streamline software to maximize user experience ensuring consistency, usability and high adoption rates.Provide onboarding and comprehensive training for new and existing users to ensure assimilation.Compile data for Operations and Maintenance, and Capital Improvement Project prioritization and budgeting.Periodically review processes and optimize.Organization and Time Management: Maintain organization in a busy environment and meet deadlines consistently.Perform multiple tasks simultaneously, including managing multiple phone lines.Operational Efficiency: Assist with distribution of correspondence internally and externally, ensuring timely and accurate communication.Maintain cleanliness of office as well as conference room and maintain amenities for meetings to create a professional welcoming environment.Provide light technical support for office equipment to ensure smooth operation and minimize disruptions to workflow.Contribute to the team effort by performing other related duties as assignedQualificationsEducation and Experience - An equivalent combination of education, training and experience will be considered.Education: High School Diploma or GEDExperience: 1-3 years of previous relevant work experience is required.Supervisory: No previous supervisory experience is required.Certifications/Licenses: None