320 - Administrative Specialist

City of Brownsville•Brownsville, TX

9d•Onsite

About The Position

The purpose of the Administrative Specialist is to provide administrative and secretarial support to the Fire Department. The class is responsible for document preparation, assisting with special projects data entry, responding to public requests and inquiries, scheduling meetings and/or travel arrangements, handling purchase orders and invoices, file and inventory maintenance. The class provides supporting role for new employee onboarding process, benefit set up, and benefit deduction set up and maintenance. The class works within a general outline of work to be performed; develops work methods and sequences under general supervision.

Requirements

High school graduation or GED plus two years of experience.
Valid Texas Driver’s License
Must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, whether there is a problem/malfunction with a piece of office equipment that needs attention, etc.; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules
Greater level of knowledge when applying guidelines and interpretation of available options to non-standard situations; division goals drive priorities
Prepares payroll; reconciles bank accounts
Direct contact may be infrequent, but may require considerable tact and courtesy when it does occur.
Office job with little or occasional light physical effort, may require brief periods of muscular exertion, such as standing, lifting, moving, pulling, pushing, etc. Ability to exert up to 20lbs. of force occasionally to move objects.
Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office.
Office job, no adverse conditions.
Must successfully pass a Drug & Alcohol and a physical examination and a Background Check.

Nice To Haves

Citizen Value
Ethical Practice
Critical Thinking
Time Management
Problem Solving
Communication
Relationship Management

Responsibilities

Creates, revises and edits correspondence and documents such as memos, letters, invoices, reports and/or agendas.
Performs secretarial duties such as receiving and redistributing incoming mail, answering and redirecting phone calls, maintaining and updating the filing system, and providing data entry services.
Prepares and maintains purchase orders and invoices for payment.
Performs human resources functions such as payroll preparation and processing leave requests.
Assists with budget preparation.
Schedules travel arrangements, inspections, and meetings.
Issues permits and licenses.
Responds to customer inquiries, complaints, and requests.
Assists with special projects.
Performs related tasks as necessary.

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.
Medical, dental, and life insurance plans for employees and their families.
Vision coverage for employees enrolled in health insurance through MetLife.
Access to 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.
Supplemental insurance options from AFLAC and Colonial Life.
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.