Assistant Jobs

About The Position

Requirements

• High school diploma or GED, plus two to three (2–3) years of clerical, administrative, or secretarial experience; or an equivalent combination of education and experience.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to type a minimum of 45 words per minute with accuracy.
• A valid Texas Driver's license and a good driving record.
• Bi-lingual (English/Spanish)

Nice To Haves

• Experience with the RecDesk system.
• Experience with cash handling and reconciliation.
• Experience with purchasing and procurement processes.
• Experience with payroll processing.
• Experience maintaining personnel files and records.

Responsibilities

• Answer and route incoming telephone calls and in-person inquiries in a professional, courteous, and customer-focused manner.
• Provide accurate information and assistance to the public, staff, and external partners regarding Parks and Recreation programs, facilities, and services.
• Receive, document, and process service requests from initial contact through completion, assigning tasks to appropriate staff and closing requests in a timely manner.
• Schedule and manage rental of City of Pasadena parks and facilities for internal and external users utilizing the RecDesk system.
• Perform cash handling functions, including receiving payments, reconciling daily receipts, and preparing and submitting deposits in accordance with City policies.
• Place departmental orders for supplies, equipment, and services using approved purchasing methods while adhering to City purchasing and procurement guidelines.
• Verify receipt of goods and services and prepare required documentation for vendor payment processing.
• Serve as custodian of petty cash, ensuring funds are accurately tracked, balanced, and replenished as needed.
• Track compensatory time for overtime-exempt personnel and maintain accurate records.
• Prepare and submit departmental agenda items and supporting documentation; track items through approval and implementation.
• Maintain and organize personnel files, ensuring confidentiality, accuracy, and compliance with record retention requirements.
• Take and accurately relay messages to appropriate personnel in a timely manner.
• Assist in the development, review, and maintenance of departmental policies and procedures.
• Take notes and prepare summaries during departmental meetings as assigned.
• Maintain all required licenses, certifications, clearances, and job-related requirements without interruption.
• Adhere to assigned work schedules and comply with the City's timekeeping and attendance policies.
• Process facility rental deposit refunds accurately and in a timely manner.
• Serve as department administrator for City of Pasadena purchasing cards, ensuring compliance with all applicable policies and procedures.
• Coordinate and process payroll for assigned departmental divisions, ensuring accuracy and compliance with payroll deadlines.

Benefits

• Employee-only medical insurance starts as low as $15 per month.
• Employee & Family medical insurance is less than $350 per month.
• Access to City's own medical clinic staffed with a M.D. and two medical assistants for FREE visits for employees and covered dependents over age 5.
• FREE Virtual Visits with a medical professional for employees and covered dependents.
• College tuition reimbursement of up to $3,500 per year.
• City matches retirement contributions by 200%.
• Accumulate vacation at the following rates: Less than 6 years of service - two weeks per year; 6 to less than 11 years - three weeks per year; 11 to less than 21 years - four weeks per year; 21 to less than 26 years - five weeks per year; 26 years and up - six weeks per year.