Administrative Assistant - City Secretary's Office (part-time)

Works under the general direction of the City Secretary, providing administrative support and assisting in areas such as record keeping, agenda and minute coordination, and election law administration.

• Answers the city’s main telephone line courteously, directing calls to appropriate departments.
• Handles notary requests from citizens.
• Attends City Council and board meetings as requested by the City Secretary.
• Ensures City Secretary, Council, and Election website pages are updated with current information.
• Provides coverage during elections, including early voting and Election Day, as needed.
• Sets up for Council and board meetings, including pre-meeting meals.
• Prepares and submits administration check requests to accounts payable.
• Updates Board, and Commission packets.
• Assists with agenda and minute preparation, as needed.
• Assembles candidate packets.
• Monitors the return of forms and certificates from board and commission members to ensure compliance.
• Processes and files liens.
• Maintains the Council’s event calendar.
• Sends ordinances to Municode for codification.
• Arrange travel and registration for City Council members to various conferences and events.
• Provides administrative support to the City Secretary by answering calls, processing mail, compiling data, and handling other matters as needed.
• Prepares various reports as requested by the City Secretary.
• Performs other assignments and handles special projects as required.
   

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities necessary for this role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Scope of Supervision 

Works under the supervision of the City Secretary.

Education or Training:  High School Diploma or GED.  Associate degree from a two (2) year college or technical school with emphasis in public administration, business, or some other related field preferred. Three (3) years of experience working in an administrative role in city government or other related industry preferred.  Must be a Texas notary or can become one within 60 days of hire date. Must possess a valid Texas Driver's License.  Type 50 WPM.   

Successful completion of Texas Open Meetings Act and Public Information Act training within 30 days of hire.

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above-specified education and experience requirements.

 

Work Environment

 While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel; and talk and hear.   The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.  Possible exposure to irate citizens.

• Knowledge of federal, state, and city laws, rules, regulations, ordinances, and codes governing municipal public record keeping, public meetings, the Freedom of Information Act, municipal elections, and administrative management practices and procedures.
• Knowledge of city practices, policies, and procedures.
• Knowledge of records management and open records principles and practices.
• Proficiency in programs such as MS Word, Excel, PowerPoint, and Publisher.
• Skill in handling multiple tasks, organization, planning, and prioritization.
• Strong oral and written communication skills.
• Skill in conducting research and preparing reports and correspondence.
• Ability to provide exceptional customer service in person, via email, and by telephone.
• Ability to exercise discretion and judgment when handling confidential information.
• Ability to obtain and maintain a Notary Public commission.
• Ability to establish and maintain effective working relationships with City Council, Boards, Commissions, Committees, the public, supervisors, and employees.
• Understanding of and adherence to the provisions of the City Home Rule Charter, ordinances, and resolutions.
• Ability to provide administrative assistance requiring independent judgment, confidentiality, tact, and discretion.
• Commitment to maintaining regular and punctual attendance, including availability for evening and weekend work.
• Flexibility and adaptability, especially during periods of change.

Salary : $19