Administrative Assistant / City Administration

City of Gainesville•City Hall, TX

About The Position

The Administrative Assistant provides a wide variety of general secretarial support to the City Administration Department. The role includes front desk reception; preparing correspondence, reports, and other documents; scheduling appointments; maintaining records; researching information; preparing department payroll; and assisting the public, employees, City Council, and City staff. Under general supervision, the position performs standard and technical secretarial duties requiring administrative attention to detail, discretionary decision-making, and specialized knowledge. It provides principal secretarial support to the City Secretary and City Manager, handles routine matters at the City Secretary’s discretion, and helps relieve the City Secretary of operational and administrative duties. The position also supports departmental operations, payroll and bookkeeping, records management, purchasing, budget activities, and coordination of city-related functions. The work is performed in an office environment with usually moderate noise and frequent interruptions and background noise. The employee must be able to maintain concentration. Physical requirements include regularly sitting, using hands, reaching, standing, walking, and performing other movements, as well as frequently lifting or moving up to 50 pounds. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

Requirements

Three to five years of highly responsible clerical experience, or a combination of experience and training likely to provide the required knowledge and abilities.
Education equivalent to completion of the twelfth grade, supplemented by specialized training in clerical work or a closely related field.
Knowledge of modern office procedures, methods, and equipment.
Computer proficiency with Microsoft Office applications; familiarity with Windows, Word, Excel, Access, Outlook, PDF conversion techniques, Adobe Printshop, and photo editing.
Knowledge of public contact practices and telephone etiquette, business letter writing and basic report preparation, record-keeping procedures, English usage, spelling, grammar and punctuation, basic mathematics, City purchasing procedures, bookkeeping practices, and legal forms and documents.
Ability to prepare clear and accurate correspondence, documents, and reports; operate standard office equipment; organize and prioritize assignments; type at a speed necessary for successful job performance; research information; communicate clearly; follow written and oral instructions; perform multiple clerical functions; respond tactfully to inquiries; and maintain cooperative working relationships.
Possession of, or ability to obtain, a notary commission.
Valid driver license required.
Ability to meet the physical demands of the role, including frequently lifting or moving up to 50 pounds and regularly performing the listed movements and visual tasks.

Nice To Haves

An associate degree is preferred.

Responsibilities

Provide secretarial support to the City Secretary and City Manager, handle routine matters at the City Secretary’s discretion, and assist with operational and administrative duties.
Answer public inquiries, provide general information, respond to service requests, and refer matters to the appropriate city department.
Maintain the department calendar, schedule appointments, arrange meetings and conferences, and assemble background materials.
Receive, direct, and screen Administration telephone calls and visitors.
Arrange travel and prepare itineraries for department staff as needed.
Perform general clerical duties, including typing and filing, and monitor and maintain supplies for the Administration Department and Building Operations.
Prepare correspondence, forms, reports, memorandums, agendas, minutes, meeting notices, resolutions, proclamations, ordinances, and press releases; research information as requested.
Assist in gathering data for special reports and projects.
Serve as payroll clerk for Administration and Information Technology; review employee time cards, enter time-card data for bi-weekly payroll, prepare Personnel Action Forms for pay changes, and liaise with employees on HR and payroll functions.
Prepare purchasing paperwork for the Administration Department and Building Operations.
Prepare, receive, sort, and distribute incoming and outgoing mail and correspondence.
Record City Council meetings and perform other City Secretary duties when the City Secretary is absent.
Work with the City Secretary to support effective and efficient departmental operations.
Assist with issuing vendor permits and overseeing the Farmers Market.
Assist with coordinating and overseeing custodial services for City Hall.
Maintain departmental files and City contracts, grants, construction project records, and other records in coordination with the City Secretary.
Prepare annual general liability and property insurance re-rate information for the insurer.
Assist with budget preparation and monitoring department expenditures; perform bookkeeping as required.
Assist other departments when called upon and approved by the City Secretary and/or City Manager.
Help maintain an efficient office environment and assist with coordinating, planning, and organizing city-related functions.
Serve on internal committees as assigned.
Perform related duties as assigned.