Administrative Assistant

Alvarado, City of•Alvarado, TX

13d•Onsite

About The Position

Under general direction, this position assists the City Manager, department heads, and various staff members in completing various administrative tasks and special and ongoing projects. This role serves as the primary customer service contact and support person for the smooth and efficient daily operations of the City of Alvarado Administration Building.

Requirements

High school diploma or GED
One (1) year of general office experience
Valid Texas Driver’s License
General knowledge of municipal government operations
Knowledge of general office procedures, customer service practices, and administrative support functions
Ability to communicate effectively both verbally and in writing
Ability to execute multiple assignments and meet necessary deadlines in a fast-paced environment
Ability to maintain accurate records and handle confidential information appropriately
Skill in providing professional and courteous customer service to the public and staff
Ability to work independently, in the absence of specific instructions, while supporting multiple departments and projects simultaneously
Proficiency in standard office software programs, databases, and tools
Ability to perform basic technical troubleshooting
Performs light to medium office work, including lifting and carrying up to 25 pounds occasionally.
Requires prolonged periods of sitting, standing, walking, bending, reaching, and repetitive hand movements associated with office and administrative tasks.
Ability to operate standard office equipment, including computers, printers, copiers, and telephones.
Requires close vision, distance vision, depth perception, and the ability to adjust focus.

Nice To Haves

Experience working with the public in a governmental or public service setting
Relevant certifications or related credentials
May assist with meeting setup, supply organization, and movement of office materials or equipment as needed.

Responsibilities

Manages incoming calls, visitors, deliveries, and routing inquiries to the appropriate personnel when necessary.
Properly fields inquiries and unscheduled walk-ins while using independent judgment and delivering quality customer service to resolve issues for internal and external customers without disrupting operations.
Communicates with employees, City officials, vendors, customers, outside agencies, and the public to coordinate work activities, exchange information, review the status of work, and resolve problems.
Coordinates, schedules, and tracks meetings across departments and partner organizations, and attends meetings and takes notes as needed.
Coordinates department training meetings and special events as directed, including preparing catering orders, room setup, and cleanup as needed.
May be occasionally required to attend an after-hours board or committee meeting
Posts and updates departmental information on City and departmental webpages, bulletin boards, and other communication platforms.
Enters, retrieves, reviews, and updates information in computer systems and databases, ensuring records are accurate and corrections are made as needed.
Processes and distributes incoming and outgoing mail for the Administration Building, including receiving and signing for packages and delivering items to appropriate personnel.
Oversees the ordering and inventory of departmental supplies for the Administration Building.
Ensures proper operation of office equipment by coordinating preventive maintenance, arranging repairs, and maintaining equipment and supply inventories.
Ensures office common areas and conference rooms are neat, organized, and presentable.
Ensures daily opening and closing of the Administration Building during standard business hours.
Provides administrative assistance for other departments as directed.
Performs other duties as assigned.