Administrative Assistant - Fire & Finance

Alvarado, City of•Alvarado, TX

7d•Onsite

About The Position

Under general direction, this position assists the Fire Department and Finance Department in completing various administrative tasks and special and ongoing projects. This role serves as the primary customer service contact and support person for smooth and efficient daily operations.

Requirements

High school diploma or GED
Two (2) years 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

Nice To Haves

Government or public service experience
Relevant certifications or credentials
College coursework in Public Administration, Business Administration, Communications, Marketing, or a related field

Responsibilities

Assist with front-office operations, including managing incoming calls, visitors, deliveries, mail, and general inquiries; provides professional customer service and directs matters to appropriate personnel as needed.
Assist with Office Manager-type duties to include locking/unlocking of city building doors, coordinating recycle/shred service for pickup, cleaning out the break room and refrigerator as needed, etc.
Routine order placing, supply tracking, and invoice processing.
Assist with timesheet entries for payroll processing.
Assist with budget tracking, grant submissions, and reimbursements.
General clerical and file management to include assisting with scanning documents to maintain compliance with records retention.
Assist staff with mail.
Compile monthly credit card log for CFO and Fire Chief.
Assist Municipal Judge and Court staff on court days, occasionally as needed.
Scheduling & Coordination of various items such as meetings, interviews, employee training, vehicle and equipment maintenance schedules, etc.
Event planning assistance to include ceremonies, annual banquet, etc.
Occasional errands and routine correspondence for the assigned departments.
Other duties as assigned.