What are the responsibilities and job description for the Administrative Assistant position at City of Longview, TX?
Salary : $34,130.98 Annually
Location : Longview, TX
Job Type : Full-Time
Job Number : 2024-130
Department : Public Works
Division : Water Distribution
Opening Date : 01 / 27 / 2025
Description
Provides administrative support to a departmental director / manager or other assigned personnel; coordinates meetings and / or other functions; prepares correspondence, reports, and other documentation; updates and maintains departmental records and files; conducts a variety of general accounting duties; coordinates the ordering of office and / or other supplies for area of assignment; provides information and customer service to the general public; and performs other related duties as assigned.
Examples of Duties
- Answers, screens, and directs incoming calls; documents and distributes phone messages.
- Greets, screens, and directs visitors to appropriate personnel and / or departments.
- Responds to inquiries from City employees, outside agencies, and the general public; provides information regarding departmental services and policies; assists in resolving complaints.
- Performs a variety of customer service duties; processes and issues municipal permits / licenses.
- Provides skilled administrative support to a department head and / or other assigned personnel.
- Coordinates meetings, training sessions, receptions, or other types of functions; reserves venue locations; organizes function supplies, equipment, and food; obtains speakers and transportation.
- Books travel and / or training arrangements; prepares travel expense reports.
- Prepares correspondence, memoranda, meeting agendas / minutes, public notices, legal documents, contracts, surveys, or other documentation; designs cards, brochures, and flyers.
- Receives, logs, and attests municipal contracts, deeds, and agreements; files legal documents with the County as required.
- Compiles and analyzes statistical, financial, and / or other administrative data; prepares various types of reports; monitors and maintains compliance with regulatory reporting requirements.
- Performs data entry; organizes, updates, and maintains departmental records, personnel files, rosters, phone lists, filing systems, and / or databases; creates and maintains spreadsheets.
- Provides assistance in preparing and monitoring assigned budgets; processes departmental invoices; prepares bank deposits; reconciles financial reports and bank / credit card statements.
- Prepares and submits departmental timesheets and other payroll information; tracks and / or reconciles employee accrual and leave balances.
- Coordinates the ordering of office and / or other departmental supplies; monitors and maintains supply inventories; orders vehicle titles and license plate for City fleet vehicles as assigned.
- Provides training and / or supervises the work activities of clerical personnel as assigned.
- Performs other routine and / or specialized duties relative to area of assignment as assigned or required.
Minimum Requirements
High School Diploma or equivalent, and two years experience working as an administrative assistant; OR an equivalent combination of education and experience. Appointment / Commission as a Notary Public, Certification as a Texas Registered Municipal Clerk, and / or other specialized licenses or certifications may be required depending on area of assignment. Must possess a valid Texas Driver's License.
All full-time employees receive :
15 vacation days
10 paid holidays
15 sick days
Retirement Plan (Texas Municipal Retirement System) with a two to one match
Paid Health / Dental / Life Insurance
Cafeteria Plan
Emergency Leave
Longevity Pay
Free employee health clinic
Tuition reimbursement
Salary : $34,131
