Senior Administrative Aide - City Manager's Office

Salary : $23.87 - $29.24 Hourly

Location : Mesquite, TX

Job Type : Full-time

Job Number : 2500128

Department : City Administration

Division : City Manager

Opening Date : 02 / 07 / 2025

Closing Date : 3 / 7 / 2025 4 : 00 PM Central

GENERAL SUMMARY

Salary : $23.87 / hr. minimum - $29.24 / hr. midpoint (Depending on qualifications)

To provide a wide variety of highly responsible and complex clerical and secretarial duties; to provide professional, effective and efficient public service assistance to the general public; and to provide highly responsible secretarial and administrative support to City Management, Mayor and City Council.

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SUPERVISION

General supervision is provided by the City Manager and Assistant City Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• All behaviors comply with the Code of Conduct & Rules of Behavior outlined in chapter 8 of the General Government Policies and Procedures Manual. Adheres to assigned work schedule as outlined in city and department attendance policies and procedures.
• Provide skilled and responsible confidential administrative support to City Manager, Mayor, City Council and other support staff in the completion of their duties and responsibilities; provide training and direction to other support staff as needed.
• Maintain a calendar of meetings and events for City Manager, Mayor and City Council; plan and schedule business meetings and social functions; notify Mayor and City Council of meetings and conferences.
• Coordinate travel calendar and email for Mayor. Schedule all travel arrangements for Mayor and City Council and provide travel agenda for board meetings, conferences, etc.
• Compose, prepare and review a variety of memorandums, correspondence, reports, public notices and documents for City Manager, Assistant City Managers, Mayor and the City Council; complete various forms; prepare and distribute reports for review and use; prepare and maintain a variety of forms; handle confidential information as appropriate.
• Answer questions and provide information to the public; receive citizen complaints and questions and refer to appropriate City staff member for resolution. May receive calls from Mayor and City Council regarding complaints. Must contact appropriate department for resolution of Mayor and City Council concerns.
• Prepare and maintain a variety of files and filing systems; prepare, maintain and update various records; research and verify information as requested; purge files as appropriate. Depending on assignment, may act as department liaison to Records Management Officer.
• Prepare materials and correspondence for distribution within the City and to other related external businesses and governmental agencies; photocopy, mail, email or fax materials as necessary.
• Screen and direct calls, emails and visitors as appropriate; schedule travel arrangements, reservations, daily operations or meetings, and communications as assigned for City Manager, Assistant City Managers and City Manager's Office staff.
• Prepare annual operating budget for City Manager's office and City Council; assist with administration, monitoring and controlling of expenditures.
• Prepare twice weekly information packets for council members.
• Review, verify and prepare payment vouchers of department invoices, purchase orders and contracts; review and verify reimbursement and expense vouchers when assigned.
• Prepare department payroll and maintain personnel records for City Manager's office; provide Finance Director with information required to prepare City Council monthly payroll.
• Attend various meetings and take, transcribe and prepare minutes as appropriate; prepare agendas and associated materials. May design and format material for flyers, pamphlets, brochures and invitations. Assist with meeting set up and logistics.

MINIMUM JOB REQUIREMENTS

EDUCATION

High School Diploma or GED.

Two (2) years of relevant college-level coursework or an Associate's degree from an accredited college or university in Business Administration, Management, or a related field is preferred.

EXPERIENCE

Four years of progressively responsible secretarial, clerical or paraprofessional experience in office management, budget monitoring, accounts payable, professional secretary, administrative assistant or high-level clerk.

Bilingual (Spanish / English) preferred.

LICENSES AND CERTIFICATES

Possession of a valid driver's license.

WORK SCHEDULE

Monday - Friday, 8 : 00 a.m. - 5 : 00 p.m., with occasional nights and weekends.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

This position does not require a physical for employment.

Applicants with disabilities meeting the job requirements and capable of performing the essential functions of the job, either on their own or with reasonable accommodations, are encouraged to apply.

Full Time Employees :

The City of Mesquite offers the Zero Premium, Employee Only Benefits under the following plans : High Deductible Medical Plan, HMO Dental Plan, Vision Plan, and Life Insurance.

The City is self-insured and offers a choice of four medical plans : HSA, High Deductible, HMO, PPO, and EPO Medical Plans through Blue Cross Blue Shield of Texas. Employee medical coverage goes into effect the first day of the month following 30 days of employment. Coverage is available to all full-time employees at group rates. Employees enrolled in the City's self-insured medical plan also have access to the Mesquite Employee Health Center (MEHC) clinic and pharmacy.

The City offers three dental plan options : a managed plan (DHMO), an indemnity plan (DPPO), an enhanced indemnity plan (DPPO Enhanced). Coverage is available to all full-time employees at group rates.

The City offers free Vision Insurance to all employees. Dependents can be added for an additional fee.

Basic Group Life Insurance protection is provided to eligible full-time employees in the amount of two times the annual salary as recorded at the beginning of each year. The following voluntary benefits are available to full-time employees : Supplemental Life, AD&D Insurance, Cancer Insurance and Long-Term Disability

Texas Municipal Retirement System (TMRS) : All employees appointed to positions designated to work 1,000 hours or more per year must participate in the TMRS. TMRS is a qualified tax-deferred retirement plan under Section 401 of the IRS. Seven (7) percent of gross earnings are deducted each payroll as a pre-tax deduction and deposited into the member account. When an employee becomes vested and retires, the City provides 2-to-1 matching contributions.

Other benefits include Social Security, Tax Saver Program (Section 125 Flexible Spending Account), Deferred Compensation Plans, Direct Deposit, Paid Holidays, Paid Vacation, Sick Leave and Personal Leave.

For more information about the City of Mesquite's employee benefits, please visit :

Select the option that best represents the highest level of education you have achieved.

Indicate the number of years of progressively responsible secretarial, clerical or paraprofessional experience in office management, budget monitoring, accounts payable, professional secretary, administrative assistant or high-level clerk.

Do you have a valid driver's license?

Are you bilingual in English and Spanish?

PLEASE READ CAREFULLY : If you are a current City of Mesquite employee, have you been employed in your current position with the City of Mesquite for at least 3 months? Please indicate the option that best represents your current status.

Required Question

Salary : $24 - $29