Job Title: Administrative Assistant

Division/Department: Code Compliance/Development Services

Classification: Admin Asst. I / 17

FLSA Status: Regular, Full-Time, Non-Exempt

Created/Revised: February 23, 2023

TO APPLY: Please visit our website and download the application. You can email it to HR@elgintexas.gov, or deliver it in person to Elgin City Hall, located at 310 N Main St.

www.elgintexas.gov/Jobs.aspx

SUMMARY:

Anticipated Hire Date: 8/5/2024

Under general supervision of the Community Services Director, the Administrative Assistant II/III is responsible for performing a variety of administrative and organizational operations including creating and maintaining spreadsheets, databases, correspondence, communicating via email, tracking expenditures and revenue, editing website, supporting overall city communications, ensuring that deadlines are met and creating original work product. This position will provide customer service to the community, organize meetings, and maintain daily contact with public, city staff, local businesses, and department. Fast paced environment requiring teamwork and solution-oriented philosophy,

Supervision:

Reports to Community Services Director. This position does not have direct supervision over other staff.

EDUCATION AND EXPERIENCE:

HS Diploma/GED and four (4) years executive administrative level of experience, operations, or related experience. Associate or Bachelors degree may be substituted for experience. Experience working in government or nonprofit experience preferred.

License and Certifications:

Valid Texas Driver's license.

Essential Duties and Responsibilities include the following. Other duties may be assigned:

· Provide clerical support and assistance to the Community Services Department.

· Prepares and posts agendas for the various Boards and Commissions Services Department/Division.

· Regularly maintains and updates City website, social media platforms and other media sites.

· Prepares press releases and coordinates communication and marketing efforts in print and online including Facebook, Instagram, and other electronic means.

· May assist with planning and coordination of department efforts for various special events throughout the year.

· Prepares publications and reports, including research, writing, editing, and coordinating efforts.

· Assists with invoices, timesheets, and departmental budget and handles other multiple projects.

· Attends board meetings as necessary and directed by Director, to take and maintain meeting minutes and attendance.

· Monitor and ensure the appropriate amount of office supplies is available; and maintain the inventory on such equipment and supplies.

· Supports the relationship between the City of Elgin and the public by demonstrating courteous and cooperative behavior when interacting with City staff.

Knowledge, Skills, and Abilities:

· Knowledge of office management.

· Knowledge of PowerPoint, Publisher, Excel, and Word

· Knowledge of basic mathematical and computer skills.

· Skilled in social media and web-based marketing tools.

· Skilled in communications, both internally and externally.

· Skilled in problem solving

· Skilled in meeting deadlines and performing multiple tasks.

· Ability to display a helpful attitude and professional demeanor in all circumstances both in person, via telephone and via email.

• Ability to communicate effectively verbally and in writing.
• Ability to manage processes and organization.

WORK ENVIRONMENT:

The work environment characteristics described herein are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In a typical work setting, the administrative assistant II/III shall:

Interpersonal Relationships

Have a high level of social contact working closely with other office staff and the general public.

Communicate with people daily by telephone, e-mail, and in person. May be subjected to irate members of the public, who may use profanity.

Hours/Travel

Usually works a standard 40-hour week, 5 days per week but may be required to work evenings or weekends to meet deadlines or for special projects/assignments.

Physical Demands and Work ConditionsPrimarily works indoors, may be required to be outside and in the weather. May travel by foot or vehicle to other City buildings. Work close to other staff, frequently required to sit, and stand while using hands, arms, and fingers to reach and input data in systems. Exposure to noise from close by departments, staff and public. May lift and move boxes weighing up to 25 pounds.

Job Type: Full-time

Pay: $48,464.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person