560 - Administrative Specialist

City of Brownsville•Brownsville, TX

5d•Onsite

About The Position

The Administrative Specialist will assist in Multimodal-Transportation service tasks by providing a high level of customer support, administrative and fiscal support. The Administrative Specialist is responsible for document preparation, data entry, assisting with special projects, scheduling meetings and travel arrangements, responding to public requests and inquiries, handling purchase orders and invoices, maintaining files and inventory, ensuring efficient and effective operation of services that are provided for the public and customers. Speak English and Spanish fluently. This position works under general supervision under the Administrative Supervisor.

Requirements

Speak English and Spanish fluently.
High school graduation or GED plus two years of experience.
Valid Texas Driver’s License.
Must be customer service oriented, have a customer friendly attitude and professional appearance at all times.
Possesses the ability to manage time efficiently to accomplish goals and tasks.
Works effectively under pressure and stringent schedules and produces accurate and satisfactory results.
Capable of working with management, internal department, other departments and staff to maintain a positive image of the division and services.
Responds to questions from management, clients and public in a proficient manner.
Communicates effectively at all levels, both orally and in writing.
Must be familiar with city ordinances and conscious of changes to ordinances.
The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

Nice To Haves

Knowledge in computer software and customer service preferred.
Genuine interest in training and leadership of team members.

Responsibilities

Document preparation
Data entry
Assisting with special projects
Scheduling meetings and travel arrangements
Responding to public requests and inquiries
Handling purchase orders and invoices
Maintaining files and inventory
Ensuring efficient and effective operation of services
Reads, interprets and follows procedures as necessary.
Manages time efficiently to accomplish goals and tasks.
Maintains professionalism and technical knowledge.
Works effectively under pressure and stringent schedules and produces accurate and satisfactory results.
Works with management, internal department, other departments and staff to maintain a positive image of the division and services.
Responds to questions from management, clients and public in a proficient manner.
Responsible for learning bus schedules and routes.
Communicates effectively at all levels, both orally and in writing.
Creates, revises, and edits correspondence and documents such as memos, letters, invoices, reports and/or agendas.
Prepares and processes invoices, receipts invoices against purchase order costs and quantities to reflect actual delivery status of items.
Performs and supervises general office activities, i.e., greeting visitors warmly, data entry, filing, photocopying, faxing, scanning, processing outgoing and incoming mail, and distributing messages to team members.
Performs accounting functions such as balancing receipts and ledgers.
Responsible for cash handling transactions and accountability.
Performs human resources functions such as payroll preparation.
Responsible for reservation of Community Room events.
Orders supplies and maintains departmental inventory.
Answers and redirects phone calls.
Assists with special projects.
Maintains and updates filing systems.
Records and keeps inventory ledgers up to date.
Performs data entry functions.
Monitors Parking Garage Surveillance Cameras and assists with exiting gate issues for customers and coordinates with Maintenance Coordinator or Crew Leaders.
Prepares and reconciles fuel reports.
Counts daily bus fare revenue for deposits and ensures vault equipment is properly maintained.
Assists in ADA eligibility process, including site visits, application review, applicant interviews, eligibility certification, file management and appeals process.
Works with taxi companies to ensure ordinance requirements are observed.
Performs related tasks as assigned.

Benefits

Robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.
Exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife.
Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan.
Pet insurance is available as a voluntary benefit.
Deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life.
Full-time employees accrue 10 sick days and 15 vacation days annually.
Parental leave concurrent with FMLA for eligible employees.
Longevity pay.
100% tuition assistance up to $5,000 annually.
14 holidays per year, plus two floating holidays.
Flexible scheduling options starting in fiscal year 2025.