Administrative Assistant- Neighborhood Services Job at City of League City, TX
Job Description
JOB DESCRIPTION:
The purpose of this job is to provide administrative support to assigned Department. Prepares correspondence, reports, and records of both a routine and non-routine nature. Provides customer service by handling inquiries and telephone calls, directing calls to appropriate personnel, and greeting and directing office visitors. May maintain calendars, set appointments, schedule meetings, and make travel arrangements for department personnel. May supervise clerical personnel.
Example of Duties
EXAMPLE OF DUTIES:
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
Provides administrative support for the assigned department.
Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems.
Greets and assists visitors; handles telephone calls and inquiries.
Prepares and enters requisitions in the computer. Collates, logs, and files purchase orders.
Orders office supplies and equipment; tracks credit card charges.
Composes and prepares letters, reports, minutes, memoranda and other documents as directed.
Processes department documents; maintains records, files and digital files. Schedules meetings and maintains department calendars.
Compiles data and prepares reports.
Assists with preparation and monitoring of the department budget.
Makes and confirms travel arrangements; prepares travel itinerary and support documentation for trips.
Performs related work as required.
Must be able to provide services for the benefit of the general public during emergency situations that threaten the safety of League City’s citizens, and that, City employees must be able to work immediately before, during, or immediately after an emergency.
Neighborhood Services
- Process abatement work orders and invoices and send notices to owners requesting payment for the abatement.
- Assist staff with renewal of memberships
- Generate postage stamps for department
- Compose and prepare all notice of violation letters for staff, as well as collect and distribute incoming mail.
- Complete monthly and year-end reports
- Create department flyers and any citizen handouts/literature
- Create & Update department’s Standard Operating Procedures
- Prepare and record Lien affidavits, along with Release of Lien associated with abatement fees
- Process open record requests
- Process all citizen’s complaints and assign to staff member
- Perform cashier duties
- Process and complete pcard reconciliation
Minimum Qualifications
MINIMUM QUALIFICATIONS:
High school diploma (or GED equivalent) plus additional specialized training in related field.
Associate's degree or equivalent in business or a related field preferred; local government experience preferred.
At least three (3) to five (5) years of related work experience such as providing administrative support
Any combination of education, training, and experience, which provide the requisite knowledge, skills and abilities needed for this position, may be substituted or evaluated at the discretion of the City.
Supplemental Information
KSA'S AND PHYSICAL REQUIREMENTS:
Knowledge of:
General office practices and departmental policies.
Microsoft Office Suite (Outlook, PowerPoint, Word and Excel) English grammar, spelling, punctuation
Recordkeeping and retention policies and practices.
Modern office procedures, methods and computer equipment General automotive knowledge. (Fleet)
Skill in:
Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
Performing a variety of duties, often changing from one task to another of a different nature
Scheduling meetings and planning travel, prioritizing and coordinating schedules, and collaboration with other key staff on a broad range of tasks
Using standard office equipment, computers, and applicable departmental software
Ability to:
Meet schedules and deadlines of the work; work independently and multi-task Understand and carry out oral and written directions
Accurately organize and maintain paper documents and electronic files
Cultivate and maintain effective working relationship with other City departments and employees and the public
Maintain the confidentiality of information and professional boundaries
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Tasks involve the ability to exert light physical effort in a sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require visual and sound perception and discrimination and oral communication a
It is the policy of the City to provide full-time employees life, health, vision, and dental insurance benefit coverage. The City will pay the cost for employee medical Health Savings Account (HSA) at 100% . The City will make available dependent coverage for health, vision, and dental insurance.
Life Insurance: Mutual of Omaha
Dental Insurance: Cigna
Health Insurance: Self Insured - BCBSTX
Vision Insurance: Davis Vision
Flexible Spending: Flores
Other benefits offered to League City Employees are:
Annual Longevity Payment: $8.00 per month
Retirement Program: Texas Municipal Retirement System
Employee Contributes 7%
City matches funds 2:1
5 & 20 year vesting
10 Holidays
40 hours of Personal Business Time (pro-rated from hire date)
12 days per year Sick Leave
Vacation- Increments based on tenure
Deferred Compensation: ICMA
Employee Assistance Program: UT Employee Assistance Program (UTEAP)
Direct Deposit
Section 125/IRS
Education Incentive
Short and Long Term Disability: Mutual of Omaha
Life Insurance: Mutual of Omaha
Dental Insurance: Cigna
Health Insurance: Self Insured - BCBSTX
Vision Insurance: Davis Vision
Flexible Spending: Flores
Other benefits offered to League City Employees are:
Annual Longevity Payment: $8.00 per month
Retirement Program: Texas Municipal Retirement System
Employee Contributes 7%
City matches funds 2:1
5 & 20 year vesting
10 Holidays
40 hours of Personal Business Time (pro-rated from hire date)
12 days per year Sick Leave
Vacation- Increments based on tenure
Deferred Compensation: ICMA
Employee Assistance Program: UT Employee Assistance Program (UTEAP)
Direct Deposit
Section 125/IRS
Education Incentive
Short and Long Term Disability: Mutual of Omaha
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