Job Abstract

Performs administrative duties to support the department’s overall mission and works directly with the Public Works Assistant Director. Key responsibilities include customer service, file organization and management, data entry, word processing, planning and organizing, answering the phones, responding to customer concerns, handling the day-to-day affairs of the office and assisting the front office as needed. This position also serves as the Office Coordinator, maintains office inventory, prepares travel/education requests, payroll, and prepares letters and monthly statistical reports. Decision making within the scope of responsibility is a critical function of this position.

• Supervises the Municipal Service Center office, ensuring that customer service needs are met; responds to requests from residents and Public Works/Utilities supervisors and employees for information and administrative assistance.
• Provides administrative guidance to supervisors regarding personnel matters, including documentation of status changes and disciplinary actions. Acts as timekeeper by calculating and recording time for Public Works employees.
• Responsible for day-to-day administrative support to Public Works, Assistant Directors, and supervisors, including screening calls and visitors, maintaining calendars, scheduling meetings, filing, handling confidential information, document retention and preparing correspondence.
• Receives all purchase orders for Public Works. Ensures that purchases are in compliance with the budget and are charged to the appropriate accounts.
• Responsible for reviewing individual cardholder transactions and the appropriation of departmental funds. Generates monthly reports of department funds. Generates reports each month showing the department's monthly activity. Develops and monitors division budget. Monitors all divisional budgets.
• Supervises facility maintenance for the Municipal Service Center and works with contractors to ensure work is complete.
• Performs personnel activities including hiring, training, coaching, performance appraisals, and discipline.
• Performs all other related duties as assigned.

Required:

• High School Diploma or equivalent (GED).
• Valid driver’s license with an acceptable driving record (must obtain TX driver’s license within 90 days).
• Three years of experience in a paraprofessional customer service or general office role.

Preferred:

• Bilingual in English/Spanish.

Ability to multitask, establish priorities, work independently, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Knowledge of business machine operations, personal computers and related software, and accounting/billing processes. Must have a high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position continually requires demonstrated poise, tact, and diplomacy. Ability to get along appropriately with co-workers and the public.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. 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.