505 - Administrative Specialist

City of Brownsville; Brownsville (TX); On-site; USD 19,000 - 27,000; Full time

Job summary

City of Brownsville is seeking an Administrative Specialist to provide administrative and secretarial support to the BGC Administration department at PARDS Golf Center. The role handles document preparation, data entry, public inquiries, and scheduling, while assisting with purchase orders, invoices, payroll, and budget processes.

Excellent organizational and communication skills are essential, with the ability to work under supervision and handle diverse clerical tasks in a fast-paced

Qualifications

• High school graduation or GED plus two years of experience.

Responsibilities

• Supports department with document preparation and clerical tasks.
• Processes purchase orders and invoices for payment.
• Balances receipts and ledgers; records payments.
• Prepares payroll and processes leave requests.
• Assists with budget preparation and scheduling.

Skills

Safety

Leadership

Customer Service

Communication

Self-Awareness

Flexibility

Critical Thinking

Trust

Responsible

Ethical

Education

High School Diploma or GED

Job description

Title: Administrative Specialist

Organization: PARDS: BGC Administration

Department: BGC Administration

Location: PARDS Golf Center

Rate of Pay:$16.51

Job Summary

The purpose of the Administrative Specialist is to provide administrative and secretarial support to a department/division. 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 works within a general outline of work to be performed; develops work methods and sequences under general supervision.

Competencies

• Safety Acumen
• Leadership
• Customer Service
• Communication
• Self-Awareness
• Flexible
• Critical Thinking
• Trust
• Responsible
• Ethical

Key Functions/Knowledge/Skills

• Slightly above average skills; knowledge of more complex work routines, rules, procedures, or operations; ability to operate higher-level specialized equipment
• Creates, revises and edits correspondence and documents such as memos, letters, invoices, reports and/ or agendas.
• Prepares and maintains purchase orders and invoices for payment.
• Performs accounting functions such as balancing receipts and ledgers, making bank deposits and recording payments.
• Performs human resource functions such as payroll preparation and processing leave requests.
• Assists with budget preparation.
• Assists with supervising and scheduling work assignments for subordinate employees.
• Schedules travel arrangements, inspections and meetings.
• Orders supplies and maintains departmental inventory.
• Receives and redistributes incoming mail.
• Answers and redirects phone calls.
• Responds to customer inquiries and requests.
• Assists with special projects.
• Maintains and updates filing systems.
• Requires copying, transcribing, entering, or posting data or information.
• Performs data entry functions.
• Performs other related work as required.

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.

Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

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.