City Secretary Administrative Specialist

City of Waco • Waco, TX • $19 / hour • 5d ago

Minimum Starting Salary is $19.63 per hour depending on qualifications

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The City of Waco Seeks:
An energetic, customer service-driven individual with critical thinking and problem-solving skills to join our team. As an Administrative Specialist for the City Secretary's Office, you would apply your administrative support skills, multitasking experience, and prioritizing skills daily while assisting employees, visitors, and City Council members. Knowledge of City operations and the ability to problem-solve various situations promptly with minimal supervision will be crucial to your success. If this sounds like an exciting career for you, apply now!

Minimum Qualifications
Required:

H.S. Diploma Or GED
Three years of clerical or customer service experience
Associate's Degree In Applied Sciences, Business Administration, Human Resources, Marketing, Business Management Technology, or a related field may be substituted for the required experience.
Texas Driver's License

Position OverviewUnder supervision, performs complex office clerical and administrative support functions for City staff and provides customer services for the general public and the City Council; enters and retrieves data in automated records management systems; provides information within scope of authority.

Position Responsibilities

Performs basic clerical and administrative duties in accordance with Department procedures and City policy, including data entry, record keeping,basic accounting, preparing and processing documents, and maintaining files; makes and distributes copies; processes mail, documents, correspondence, invoices and other materials; duties may vary according to job assignment.
Assists with city councilmeetings as needed,both during the workdayand in the evenings.
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; assists customers with requests, varies permits and applications and other documents.
Processes and maintains a variety of electronic and paper files, records, reports, and documents; processes forms, records, and files; queries system databases and spreadsheets as requested by authorized persons; collects statistical data, and compiles data for reports.
Answers incoming telephone calls and directs the caller to the correct person or work group or takes and relays messages as appropriate; coordinates and schedules meetings and appointments as requested; cross-trains in other administrative support duties as needed.
Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software and City Web Page.
Conducts research, compiles data and prepares reports and Proclamations for consideration and presentation by Council, Executive Team, and City Secretary
Attends meetings to record minutes or assist public and/or staff meetings.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plans their distribution and response.
Files and retrieves official City documents, records, and reports.
Makes travel arrangements for City Secretary and City Council.
Prepares and posts agendas and makes arrangements, such as coordinating catering for luncheons, committee, board, and other meetings as needed. Manages and maintains the city Secretary and City Council schedules.
Trains other clerical staff and arranges for employee training by scheduling training or organizing training material.
Explains administrative, code of ordinances, and operation policies and procedures for employees and residents.
Posts and/or publishes public notification of all official activities or meetings as required by the Open Meetings Act.

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