320 - Administrative Specialist

City of Brownsville; Brownsville (TX); On-site; USD 22,000 - 26,000; Full time

Benefits offered by this job

Health benefits

TMRS retirement plan

Paid time off (Sick/Vacation)

Job summary

The City of Brownsville is seeking an Administrative Specialist to provide first-rate administrative and secretarial support to the Fire Department. The role involves document preparation, data entry, scheduling, and handling purchase orders and invoices.

Responsibilities also include assisting with onboarding, benefits setup, HR tasks, and coordinating travel and meetings while working under general supervision to maintain smooth department operations.

Qualifications

• Competencies include value-driven, ethical practice, critical thinking, time management, problem solving, communication and relationship management.

Responsibilities

• Creates, revises and edits correspondence and documents such as memos, letters, invoices, reports and/ or agendas.
• Performs secretarial duties such as receiving and redistributing incoming mail, answering and redirecting phone calls, maintaining and updating the filing system, and providing data entry services.
• Prepares and maintains purchase orders and invoices for payment.
• Performs human resources functions such as payroll preparation and processing leave requests.
• Assists with budget preparation.
• Schedules travel arrangements, inspections, and meetings.
• Issues permits and licenses.
• Responds to customer inquiries, complaints, and requests.
• Assists with special projects.
• Performs related tasks as necessary.

Skills

Citizen Value

Ethical Practice

Critical Thinking

Time Management

Problem Solving

Communication

Relationship Management

Education

High school diploma or GED

Job description

Title:320 - Administrative Specialist

Organization: Fire: Administration

Department: Fire Administration

Location: Fire

Rate of Pay:$16.51

Job Summary

The purpose of the Administrative Specialist is to provide administrative and secretarial support to the Fire Department. The class is responsible for document preparation, assisting with special projects data entry, responding to public requests and inquiries, scheduling meetings and/ or travel arrangements, handling purchase orders and invoices, file and inventory maintenance. The class provides supporting role for new employee onboarding process, benefit set up, and benefit deduction set up and maintenance. The class works within a general outline of work to be performed; develops work methods and sequences under general supervision.

Competencies

• Citizen Value
• Ethical Practice
• Critical Thinking
• Time Management
• Problem Solving
• Communication
• Relationship Management

Key Functions/Knowledge/Skills

• Creates, revises and edits correspondence and documents such as memos, letters, invoices, reports and/ or agendas.
• Performs secretarial duties such as receiving and redistributing incoming mail, answering and redirecting phone calls, maintaining and updating the filing system, and providing data entry services.
• Prepares and maintains purchase orders and invoices for payment.
• Performs human resources functions such as payroll preparation and processing leave requests.
• Assists with budget preparation.
• Schedules travel arrangements, inspections, and meetings.
• Issues permits and licenses.
• Responds to customer inquiries, complaints, and requests.
• Assists with special projects.
• Performs related tasks as necessary.

Minimum Education & Experience

High school graduation or GED plus two years of experience.

Special Certifications & Licenses

Valid Texas Driver’s License

Independence & Judgement

Average judgment; must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, whether there is a problem/malfunction with a piece of office equipment that needs attention, etc.; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules

Initiative & Ingenuity

Greater level of knowledge when applying guidelines and interpretation of available options to non-standard situations; division goals drive priorities

Supervisory & Responsibility

Does not supervise

Financial Responsibility

Prepares payroll; reconciles bank accounts

Level & Frequency of Outside Contact

Direct contact may be infrequent, but may require considerable tact and courtesy when it does occur.

Physical Demands

Office job with little or occasional light physical effort, may require brief periods of muscular exertion, such as standing, lifting, moving, pulling, pushing, etc. Ability to exert up to 20lbs. of force occasionally to move objects.

Responsibility for Equipment & Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.

The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.