Administrative Support Specialist
About The Position
Interpret and apply City policies and procedures to assist the public and other City Departments in utility administration, construction and general information. Provide contract management, administrative assistance, maintenance of department files, departmental databases, resolve customer complaints and inquiries within established guidelines. Provide administrative support for 3 departments and 50+ employees. Receive & route phone calls. Type, print, and distribute correspondence. Sort incoming mail. Purchase supplies and enter requisitions/purchase orders. Prepare annual bids for supplies. Process invoices for payment. Manage Lake Tyler leasehold properties and Lake Tyler East properties. Essential Functions Perform administrative assistance as required for Director of Utilities. Compose and file various correspondence. Process, sort, and distribute all incoming mail for three departments. Attend department meetings as necessary. Responsible for sending reports to State and Federal agencies as required by permits. Act as departmental trainer for software/computer changes, policy/ordinance changes, etc. Respond to customer website questions/concerns. Maintain employee records. Enter time and ensure hours are correct for 50+ employees (3 departments). Act as insurance representative for three departments (50+ employees). Prepare and distribute all personnel-related forms (evaluations, change of status forms, address changes). Prepare requisitions/purchase orders for three departments. Set up annual blanket POs for payment of recurring purchases. Coordinates regularly with title companies & banks on leasehold properties at Lake Tyler. Manage & update database of Lake Tyler/Lake Tyler East leasehold property lessees and related fees. Maintain hard copy files of all original leases and construction permits for each Lake Tyler Lot (approx 450 lots) and each Lake Tyler East Lot (approx 600 lots). Prepare leasehold documents and Access Agreements across City-owned property for real estate closings. Review plats for all Lake Tyler/Lake Tyler East Lots. Identify services, locate information, consulting with customers and other department personnel. Resolve customer problems with established guidelines. Prepare & Review Council Communications.
Requirements
- Must have good typing skills
- Must have general knowledge of computers and general office practices
- Must have general knowledge on the use of Microsoft Office Suite programs
- Must possess advanced reading and writing skills, along with intermediate math skills
- Must be able to complete assigned duties with a high level of accuracy
- Must be able to perform multiple tasks, simultaneously
- Must be able to understand, read, and write the English language
- Must have at least two (2) years of college; Associate's or Bachelor's degree, and/ or a combination of education and four (4) years of office management experience
Responsibilities
- Interpret and apply City policies and procedures
- Provide contract management
- Provide administrative assistance
- Maintain department files
- Maintain departmental databases
- Resolve customer complaints and inquiries
- Provide administrative support for 3 departments and 50+ employees
- Receive & route phone calls
- Type, print, and distribute correspondence
- Sort incoming mail
- Purchase supplies and enter requisitions/purchase orders
- Prepare annual bids for supplies
- Process invoices for payment
- Manage Lake Tyler leasehold properties and Lake Tyler East properties
- Perform administrative assistance as required for Director of Utilities
- Compose and file various correspondence
- Process, sort, and distribute all incoming mail for three departments
- Attend department meetings as necessary
- Responsible for sending reports to State and Federal agencies as required by permits
- Act as departmental trainer for software/computer changes, policy/ordinance changes, etc
- Respond to customer website questions/concerns
- Maintain employee records
- Enter time and ensure hours are correct for 50+ employees (3 departments)
- Act as insurance representative for three departments (50+ employees)
- Prepare and distribute all personnel-related forms (evaluations, change of status forms, address changes)
- Prepare requisitions/purchase orders for three departments
- Set up annual blanket POs for payment of recurring purchases
- Coordinates regularly with title companies & banks on leasehold properties at Lake Tyler
- Manage & update database of Lake Tyler/Lake Tyler East leasehold property lessees and related fees
- Maintain hard copy files of all original leases and construction permits for each Lake Tyler Lot (approx 450 lots) and each Lake Tyler East Lot (approx 600 lots)
- Prepare leasehold documents and Access Agreements across City-owned property for real estate closings
- Review plats for all Lake Tyler/Lake Tyler East Lots
- Identify services, locate information, consulting with customers and other department personnel
- Resolve customer problems with established guidelines
- Prepare & Review Council Communications
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
