ADMINISTRATIVE ASSISTANT Job at City of Taylor, Texas in Taylor

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This position provides support for the day-to-day operations of the assigned department. Functions include providing high-quality customer service to the public and providing administrative support to the Department. This position is often the first point of contact for community members seeking information on a variety of services. The Administrative Assistant will be responsible for assisting with contract management, performance metrics, processing invoices and purchase orders, records retention and assisting with open records requests. Additionally, the position may produce routine to complex correspondence, reports, and other documents as needed to support the Department.

Organizational Relationships

• Reports to: Director of Development Services
• Supervisor: This is a non-supervisory position.
• Contacts: Has regular contact with other departmental supervisors, employees, and the public; may have contact with a variety of other city offices and organizations.
  
  

• Provides excellent customer service in helping community members at the front counter, answering and re-directing phone calls and responding to electronic communications regarding construction and development projects, permitting, and code enforcement.
• Prepares and maintains departmental budget reports and assists with budget adjustments and amendments.
• Compiles data for statistical and financial reports on a weekly, monthly, and annual basis.
• Establishes, organizes, and maintains filing systems (physical and electronic) which may include record keeping for various funds and expenditures, inventory records and other department and program files.
• Serves as the liaison for the Planning and Zoning Commission and Zoning Board of Adjustment. Primarily consists of communicating with the Commission/Board members, sending notice of packet publication, set up meetings in Council chambers, attend Boards/Commission meetings past 5 PM, take meeting minutes and transcribe as necessary, and serve as audio/visual operator of live meeting recordings.
• Organize, track, and process code enforcement liens and lien releases, record with county office, and determine the payoff of liens.
• Conducts research for special projects and assists with special events, activities, and recognitions.
• Prepares and maintains project deadlines, tracking lists, or standing meetings for the Department's leadership.
• Maintains the Department's policies, standard operating procedures, training manuals, and mailing lists.
• Supports hiring managers with onboarding new employees.
• Prepares weekly staff meeting agendas.
• Provides clerical support by typing, filing, maintaining and ordering supplies, sorting, and distributing incoming and outgoing mail and deliveries.
• Any other duties as assigned.
  
  

• Considerable knowledge of office management systems and procedures
• Considerable knowledge of office equipment (computers, printer/scanner, multi-line phone)
• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook, etc)
• Experience with bookkeeping/accounting methods and practices
• Understanding of planning and permitting process, governmental procedures, and terminology
  
  

• Ability to learn departmental policies and regulations and cross train with building/permitting staff
• Excellent interpersonal and customer service skills
• Ability to effectively deal with all members of the public in a courteous and tactful manner
• Ability to establish and maintain good working relationships with coworkers and all individuals, groups, and organizations contacted in the course of work
• Exemplary time management skills and the ability to prioritize work effectively
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to prioritize multiple tasks and deal effectively with interruptions
• Ability to type accurately at a speed of at least 40 words per minute
  
  

• High school diploma or it's equivalent
• Two (2) years of administrative and clerical experience
• Any related experience that includes clerical tasks, customer service, research, data entry, and working with computers
• Experience working within a governmental entity preferred but not required
• Associates or Bachelors degree may be substituted for experience
  
  

• Valid Texas Driver's license
• Notary Public Commission Certificate within six (6) months of hire date
• Permit Technician certification issued by the International Code Council (ICC), or the ability to obtain within one (1) year of employment.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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