Administrative Assistant

City of Abilene, Texas; Abilene (KS); On-site; USD 35,000 - 48,000; Full time

Job summary

City of Abilene Administrative Assistant position provides administrative and operational support, including purchasing coordination, records management, and public communication. The role supports recycling program coordination and general office administration with strong organization and customer service skills.

Under the Public Works Director, the assistant handles multiple tasks in a fast-paced municipal office, ensuring accurate records, timely responses, and effective communication with

Qualifications

• Experience in administrative support or office coordination.
• Experience in municipal government preferred.
• Ability to manage multiple assignments and adapt to changing daily needs.
• Strong communication and customer service skills.

Responsibilities

• Coordinates administrative support activities including purchasing coordination, records maintenance, and general office administration.
• Answers and documents calls, emails, and walk-in inquiries; provides information on services and programs.
• Maintains departmental files, correspondence, reports, and operational records.
• Coordinates with recycling program operator, tracks information, and solicits bids for recyclable materials.
• Compiles and maintains records for the Tree Board, including applications and meetings.
• Assists with distribution, tracking, and filing of bid, proposal, and contract documents.
• Coordinates public notifications regarding service interruptions and closures.
• Provides information for updates to City website and social media.
• Coordinates with vendors on deliveries, invoicing, and related admin matters.
• Assists with purchasing records, invoice processing, and departmental documentation.
• Assists other departments as needed and performs other duties.

Skills

Strong organizational skills

Excellent written and verbal comunicat

Public relations

Recordkeeping

Customer service

Office software

Education

High school diploma or GED

Tools

Microsoft Office

Job description

POSITION SUMMARY

The Administrative Assistant is a non-exempt position under FLSA. This position provides administrative and operational support, including purchasing coordination, records management, public communication, recycling program coordination, and general office administration. Strong organizational, communication, record-keeping, and public relations skills are required, along with the ability to manage multiple assignments and adapt to changing daily operational needs

ESSENTIAL FUNCTIONS

• Coordinates administrative support activities, including purchasing coordination, shipping, records maintenance, and general office administration;
• Answers and documents incoming telephone calls, emails, and walk-in inquiries; provides information regarding services, programs, complaints, activities, and functions, and relays information to appropriate staff;
• Maintains departmental files, correspondence, reports, operational records, and other administrative documentation;
• Coordinates administrative support activities related to the City\'s recycling program, including communication and coordination with the contracted recycling operator, tracking operational information, coordinating public communication, and soliciting bids for the sale of recyclable materials;
• Compiles and maintains records and information related to the Tree Board, including applications, appointments, correspondence, and meeting coordination;
• Assists with the distribution, tracking, filing, and maintenance of bid, proposal, project, and contract documents;
• Coordinates public notifications regarding service interruptions, street closures, facility closures, and departmental operations;
• Provides information and documentation for updates to the City website, social media platforms, and other public communication outlets;
• Coordinates with vendors, suppliers, contractors, and service providers regarding deliveries, invoicing, documentation, and related administrative matters;
• Assists with departmental purchasing records, invoice processing, and operational documentation;
• Assists other departments and staff as needed;
• Performs other duties as assigned.

POSITION REQUIREMENTS

Experience: Any combination of education and experience related to administrative support, office coordination, records management, or customer service in a fast-paced office environment. Experience in municipal government is preferred.

Education: A high school diploma or GED is required. Additional education or training in office administration, business, or related fields is preferred.

Technical Skills: Thorough knowledge of office procedures, recordkeeping practices, and computer applications is required. This employee must be able to operate computers, telephone systems, and standard office equipment. Strong organizational, written, and verbal communication, and customer service skills are required. The ability to prepare and maintain accurate records and interpret written instructions is essential.

Problem Solving: Problem-solving is an important factor in this position. This employee is responsible for prioritizing daily assignments, coordinating multiple administrative activities, maintaining accurate records, and responding appropriately to operational and public inquiries.

Decision-Making: Limited independent decision-making is required in this position. This employee exercises judgment in organizing daily work activities, responding to routine public inquiries, and coordinating administrative processes.

Supervision: This employee works under the supervision of the Public Works Director and does not supervise other emplo yees.

Financial Accountability: This employee assists with purchasing coordination, invoice processing, and departmental records associated with operational expenditures and departmental resources.

Personal Relations: Daily interaction with the public, department personnel, contractors, vendors, and employees from other City departments is expected. The employee must communicate professionally and effectively with a variety of individuals and organizations.

Working Conditions: Work is primarily performed in an office environment with occasional visits to departmental facilities and operational locations.

Physical Requirements: Physical activity associated with office work is required, including operating office equipment, filing documents, and occasional lifting of records or materials.