Administrative Assistant

Under the general supervision of the City Clerk and Deputy City Clerk this position requires superior computer knowledge and skills, organizational and communication skills, requires initiative, independent thinking, and ability to work with little supervision. As the front-line contact for the office, this position supports in a broad range of items pertaining to the City Clerk department, including but not limited to, City Council Meetings, Vital Statistics, Boards and Commissions, Records Management, permitting, polling, supplies, budget, and billing and invoicing.

Answers multi-line phone system, provides excellent first-line customer service at the front window to internal and external customers. Responsible for the setup of meetings, Council Meeting related items, and polling. Coordinates outlook calendars for the department. Supports Vital Statistics and performs all other duties within the department, special tasks and responsibilities as directed, flexible to work the number of hours required to complete tasks of the office.
Coordinates, updates and maintains City Boards and Commissions; reviews applications, ensures appointments and appointee paperwork comply with city and state requirements.
Coordinates purchasing of office supplies for the department and maintains office inventories, provides notary services, coordinates travel, processes POs and P-Cards, and supports with the Budget process and day-to-day tracking.
Responsible for processing Alcohol Pre-Qualification Packets.
Provides administrative support to the City Clerk's Office and performs all other duties as assigned.

Required:

High School Diploma or equivalent (GED)
Three years of customer service or general office experience.
Must be bondable and able to become a notary public.

An equivalent combination of experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

Preferred:

Associate’s Degree in Public Administration, Business, or related field from an accredited college or institution.
Bilingual (Spanish).
Municipal government experience.
One year of experience handling cash and processing financial transactions.

Ability to multitask, establish priorities, work independently or as a part of a team, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Advanced knowledge of business machine operations, faxes, digital recorders, and accounting/billing processes; skilled in computer usage, typing, Windows, Publisher, PowerPoint, Excel, Access, Laserfiche, AgendaQuick, electronic agendas and websites. Must have a high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position requires demonstrated tact and diplomacy; ability to provide professional and courteous customer service to public officials, employees and the public in sometimes difficult or sensitive situations is key. Ability to handle cash and process payments.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work more than 40 hours a week. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

City of Baytown

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Administrative Assistant