Administrative Assistant- City Secretary's Office

Provides administrative support to the City Secretary’s Office by assisting with records management, customer service, meeting coordination, departmental purchasing, and general office operations.

• Serves as primary support for answering City Secretary’s Office phone lines, faxing, copying, scanning, and filing; acts as backup to the receptionist.
• Provides administrative support to the City Secretary and Deputy City Secretary, including managing calendars, scheduling appointments, and coordinating meetings or events.
• Assist employees by responding to requests for department information and requests for action in a timely and customer-oriented manner.
• Assists with the overall maintenance of City Secretary’s Office website pages for internal and external customers.
• Processes purchase orders, accounts payable, and credit card reconciliations for the department.
• Orders and maintains inventory of office supplies and equipment. 
• Assists with setting up meeting rooms, ordering food, and gathering supplies for City Council meetings and other board meetings.
• Assists with the implementation, maintenance, and management of the City's records program and records center, as directed by the City Secretary and Deputy City Secretary.
• Assists with the destruction of records in accordance with Texas State Library Retention Schedules.
• Scans pertinent office documentation; indexes, files, and organizes physical and digital records; and assists with records retention.
• Maintains the organization and care of storage facilities and equipment, including keeping a map of records locations, tracking storage capacity, maintaining associated supplies, and producing files or records upon request.
• Responds to complex customer service inquiries by telephone, email, or face-to-face communication, including calls transferred to the City Secretary’s Office.
• Collects City mail from the post office and distributes mail to appropriate staff. 
• Maintains strict confidentiality and discretion regarding City information and job-related matters.

• Other duties as assigned.

• Attendance at work is required. This position is not eligible to work remotely. 

EDUCATION, EXPERIENCE, AND PROFESSIONAL DEVELOPMENT

• High School diploma or GED required, Associate’s degree in Public/Business administration or a related field is preferred. 
• One to two years of administrative assistant or customer service experience. Any combination of education and experience that demonstrates the ability to perform the essential functions of the job may be considered.

CERTIFICATIONS & LICENSES

• Valid Texas Class C Driver’s License with a clean driving record.
• Serves as a Notary Public and notarizes a variety of documents related to City business.

Knowledge of multiple software applications and operating systems, including Microsoft operating systems, Microsoft Office Suite, Adobe Acrobat, and Incode 10 financial software. Ability to support City departments diplomatically and professionally while exercising sound judgment and emotional control. Must have strong interpersonal, verbal, and written communication skills and the ability to understand and follow oral and written instructions. Ability to work with detailed information for extended periods, respond appropriately to requests and inquiries, make sound decisions, and handle stressful situations professionally. Understands and follows verbal and written instructions, complies with all rules, regulations, policies, and procedures, and safely performs all physical requirements of the job.