ADMINISTRATIVE ASSISTANT

Salary : $1,521.60 - $1,902.40 Biweekly

Location : 2401 Market St. Baytown, TX

Job Type : Full Time

Job Number : 25-00064

Department : CITY CLERK

Opening Date : 02 / 20 / 2025

Closing Date : 3 / 3 / 2025 11 : 59 PM Central

Job Summary

Under the general supervision of the City Clerk and Deputy City Clerk this position requires superior computer knowledge and skills, organizational and communication skills, requires initiative, independent thinking, and ability to work with little supervision. As the front-line contact for the office, this position supports in a broad range of items pertaining to the City Clerk department, including but not limited to, City Council Meetings, Vital Statistics, Boards and Commissions, Records Management, permitting, polling, supplies, budget, and billing and invoicing.

Duties

• Answers multi-line phone system, provides excellent first-line customer service at the front window to internal and external customers. Responsible for the setup of meetings, Council Meeting related items, and polling. Coordinates outlook calendars for the department. Supports Vital Statistics and performs all other duties within the department, special tasks and responsibilities as directed, flexible to work the number of hours required to complete tasks of the office.
• Coordinates, updates and maintains City Boards and Commissions; reviews applications, ensures appointments and appointee paperwork comply with city and state requirements.
• Coordinates purchasing of office supplies for the department and maintains office inventories, provides notary services, coordinates travel, processes POs and P-Cards, and supports with the Budget process and day-to-day tracking.
• Responsible for processing Alcohol Pre-Qualification Packets.
• Provides administrative support to the City Clerk's Office and performs all other duties as assigned.

Minimum Qualifications

Required :

Preferred :

Knowledge, Skills and Abilities

Ability to multitask, establish priorities, work independently or as a part of a team, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Advanced knowledge of business machine operations, faxes, digital recorders, and accounting / billing processes; skilled in computer usage, typing, Windows, Publisher, PowerPoint, Excel, Access, Laserfiche, AgendaQuick, electronic agendas and websites. Must have a high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position requires demonstrated tact and diplomacy; ability to provide professional and courteous customer service to public officials, employees and the public in sometimes difficult or sensitive situations is key. Ability to handle cash and process payments.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work more than 40 hours a week. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Sedentary Work : Exerting up to 10 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

To promote health and wellness, we provide a comprehensive benefits program (listed below) to meet the needs of you and your family. Our goal is to help you live and work well - 365 days a year.

Medical

Effective the first day of the month following 30 days of employment

Annual Deductible (Network) $750 Indiv / $2,250 Family

In-Network Benefit 80% / 20% after plan deductible

50 co-pay (general visit)

RX - $10 Generic / $40 Formulary / $75 Non-Formulary

Flexible Spending Accounts : Healthcare and Dependent Care expenses

FREE virtual visits

Dental

Effective the first day of the month following 30 days of employment

Preventative & diagnostic covered at 100%

Annual Deductible : $50 / Indiv (Cigna PPO) - No annual deductible for Cigna DHMO

Vision

Effective the first day of the month following 30 days of employment

In-Network exam co-pay $10 & $25 materials co-pay

Frames : $140 Allowance - Contact Lenses : $160 Allowance

Holistic Health & Wellness

FREE access to gyms, Shipt, and Walmart through our employee medical insurance

Gym partnership with Lee College Wellness Center & swimming pool for $58 / year

Employee Assistance Program providing employees and their household family members up to 8 FREE counseling sessions per issue per year, legal and financial assistance, will generator tools, and more!

Sick Leave Pool providing participants additional paid sick time if accruals are exhausted.

SmartDollar : free online program providing tips and tools from Dave Ramsey for getting out of debt and building good saving practices

Retirement

7% employee contribution with a 14% employer match

5 year vesting

Retirement Eligibility : 20 years of service / any age - or - 5 years of service / at least age 60

FREE Life Insurance coverage up to 1X your base annual salary

Disability Insurance

Long-term Disability : voluntary elected coverage. Pays 60% of monthly earnings up to $8,000 per month up to social security age, depending on the disability

Short-term Disability : voluntary elected coverage. Pays 60% of weekly earnings up to $1,000 per week for up to the first 13 weeks of a disability

Training and Tuition Assistance

Access to funding up to $1,500 per semester or $3,000 per year for tuition toward courses that are job-related or will enhance your work performance

Generous Paid Sick, Vacation, & Holiday Leave

15 days sick leave per year

Starting at 10 days of vacation per year; up to 25 days per year

Sick and Vacation hours roll over annually up to the maximum limit

15 days Paid Parental Leave

To explore all of the benefits we offer, please visit :

Which of the following best describes your highest level of education?

Do you have a valid driver's license with an acceptable driving record? (Must obtain TX driver's license within 90 days)

How many years of experience do you have in customer service or general office.

Do you have experience using software programs such as AgendaQuick or Laserfiche?

How many years of experience do you have working for a municipal government?

Do you have experience in coordinating meetings, including Board Meeting-related items and polling?

How many years of experience do you have handling multi-line phone systems and providing front-line customer service?

How many years of experience do you have with performing notary services?

Please describe your ideal work environment.

Please describe why you would be a great fit for this position.

Required Question

Salary : $50 - $3,000