Admin Assistant/Community Services

Job Title: Administrative Assistant III

Division/Department: Community Services

Classification: Admin Asst. III / 25

Paygrade: $23.30 per hour

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

Created/Revised: October 4, 2024

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:

Under general supervision, the Administrative Assistant provides moderately complex administrative support for the department and director. 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 a 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.

License and Certifications:

Valid Texas Driver's license.

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

· General clerical duties including filing, copying, and scanning documents, answers and routes phone calls; routes mail, files, and orders.

· Prepares and posts agendas for the Historic Review and Mainstreet Boards; prepares meeting minutes and packets, and board reports.

· Assists with preparing and disseminating information concerning agency programs, services, and procedures through the City website and social media platforms.

· Orders office supplies and other equipment necessary for the department.

· Assists with planning and coordination of department efforts for various special community events and parades throughout the year.

· May compile data for charts, graphs, databases, summaries, or reports, and tracks expenditures and revue.

· Processes department invoices and monitors departmental budget.

· May attend board meetings as required by Director.

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

Knowledge, Skills, and Abilities:

· Knowledge of office management and practices.

· Knowledge of basic mathematical and computer skills.

· Skilled in communications, both internally and externally.

· Skilled in problem solving.

· Skilled in PowerPoint, Publisher, Excel, and Word, Canva, Adobe, etc.

· Ability to update social media and web-based marketing tools.

· 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.

· Ability to meet deadlines and performing multiple tasks.

· Ability to listen and follow directions.

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 Conditions

Primarily 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.

Disaster Service Workers Clause

In the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, designated employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

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

Salary : $48,464