Public Works & Facilities Administrative Assistant

Cps Hr Consulting•Magnolia, TX

24d

About The Position

City of Magnolia, Texas Public Works & Facilities Administrative Assistant The City of Magnolia is seeking a dedicated and detail-oriented Public Works & Facilities Administrative Assistant to join our Public Works/Utilities Department. This full-time, non-exempt position supports daily operations by performing a wide range of administrative, clerical, and customer service tasks. The Administrative Assistant serves as a vital link between the public, city staff, and department supervisors, ensuring efficiency, accuracy, and professionalism in all department functions.

Requirements

High school diploma or GED required; associate degree or relevant college coursework in business, administration, or a related field preferred.
Minimum of two (2) years of administrative or clerical experience, preferably within a municipal or public works setting. Equivalent combinations of education and experience may be considered.
Proficiency in Microsoft Office (Word, Excel, Outlook); ability to learn municipal software systems.
Valid Texas Class C Driver's License required.
Ability to lift and move up to 25 pounds; manual dexterity to operate office equipment; sufficient visual and auditory acuity.

Nice To Haves

The ideal candidate is highly organized, detail-oriented, and professional, with a strong commitment to customer service.
They excel in a fast-paced environment, demonstrate effective communication skills (both written and verbal), and can manage multiple priorities with minimal supervision.
Familiarity with modern office practices, recordkeeping systems, and municipal operations is preferred.

Responsibilities

Provide general administrative support to department directors, supervisors, and field staff.
Receive, log, and route service requests, work orders, and citizen inquiries; ensure timely follow-up and resolution.
Maintain files, records, reports, and databases, including work orders, preventive maintenance schedules, and inventory tracking.
Assist with purchasing processes, including preparing purchase orders, processing invoices, and maintaining vendor records.
Support payroll time entry, attendance tracking, and personnel documentation for department staff.
Prepare correspondence, memos, and reports; review documents for accuracy and completeness.
Maintain calendars; schedule meetings, training, and equipment maintenance appointments.
Assist with departmental budget tracking, expense coding, and reconciliations.
Coordinate issuance and tracking of fuel cards, uniforms, keys, and equipment.
Facilitate communication and coordination with contractors, vendors, and other City departments.
Assist with event logistics, safety meetings, and training documentation.
Greet visitors and answer phones, providing courteous and informative assistance.
Maintain confidentiality of employee and departmental records.
Perform other related duties as assigned.