Administrative Assistant

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.

• 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 plates 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.
  

When assigned to Fire Department:

• Answers incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate. 
• Track Family and Medical Leave (FMLA) and other benefits for Fire personnel including Workers’ Compensation and certification processing.
• Assist Logistics Chief with uniform ordering, inventory and sample requests.
• Liaises with vendors for purchases of supplies and equipment.
• Provides customer service, information and assistance to visitors and others having business with the City; responds to requests for information within the scope of authority. 
• Receives reviews and processes insurance and attorney correspondence; updates claim requests and denials; completes affidavit, subpoena and records requests. 
• Orders office supplies for area of assignment; maintains credit card and records of purchase. 
• Serves as records custodian’ updates and maintains patient records in accordance with established records retention policies and procedures. 
• Provides assistance to patients and/or patient representatives in person and via telephone. 
• Performs other duties as assigned, including, but not limited to: 
  • Purchase care coding 
  • Standby ambulance invoicing
  • Neogov entry, obtaining job description signatures and submissions to Human Resources.
  • Maintain/create new profiles in Fire Department records management system.
  • Janitorial staff liaison.
  • Order cleaning supplies for Fire Administration
  • Maintain and update Cisco phone program lists.

Education and Experience:

High School Diploma or equivalent, and two years experience working as an administrative assistant; OR an equivalent combination of education and experience. 

Required Licenses or Certifications:

• 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.