Administrative Assistant - Administration

Alvarado, City of (TX); Alvarado (TX); On-site; USD 35,000 - 55,000; Full time

Job summary

City of Alvarado is seeking an organized administrative professional to assist the City Manager, department heads, and staff in completing various tasks and projects. This role serves as the primary customer service contact for the Administration Building, ensuring smooth daily operations.

The position reports to the City Secretary and involves coordinating meetings, managing records, supporting licensing processes, and assisting with city events.

Qualifications

• High school diploma or GED required.
• Two years of general office experience required.
• Valid Texas Driver’s License required.

Responsibilities

• Maintains front-office operations, including handling calls, visitors, mail, and inquiries with professionalism.
• Coordinates meetings, trainings, and events, including materials, spaces, and notes.
• Maintains departmental records, databases, webpages, bulletin boards, and communications.
• Supports daily office operations and inventory management.
• Assists City Secretary and Administrative Services as assigned.
• Coordinates licensing and permits processes with Community Development.
• Provides staff support for City-sponsored events and other duties as assigned.

Skills

Municipal operations

Office procedures

Customer service

Verbal communication

Written communication

Multitasking

Record keeping

Data privacy

Tech troubleshooting

Education

High school diploma or GED

Two years general office experience

Valid Texas Driver’s License

Tools

MS Office

Databases

Web content management

Job description

Under general direction, this position assists the City Manager, department heads, and various staff members in completing various administrative tasks and special and ongoing projects. This role serves as the primary customer service contact and support person for the smooth and efficient daily operations of the City of Alvarado Administration Building.

Reporting Structure

This position reports to the City Secretary or their designated appointee(s) and has no direct supervisory responsibilities.

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Maintains front-office operations, including managing incoming calls, visitors, deliveries, mail, and general inquiries; provides professional customer service and directs matters to appropriate personnel as needed.
• Communicates and coordinates with employees, City officials, vendors, outside agencies, and the public to exchange information, coordinate activities, and assist with routine questions and issues.
• Coordinates and schedules meetings, training sessions, and special events, including preparing materials, arranging meeting spaces and catering, and taking notes as needed.
• Maintains departmental records, databases, webpages, bulletin boards, and other communication platforms, ensuring information is accurate, organized, and current.
• Supports daily office operations, including ordering supplies, maintaining inventories, coordinating equipment maintenance and repairs, and ensuring common areas and conference rooms are organized and presentable.
• Ensures the Administration Building is properly opened and closed during established business hours and assists with the overall operation of the facility.
• Provides administrative support to the City Secretary, Administrative Services Department, and other City departments as assigned.
• Coordinates with the Community Development Department in the processing and issuance of City licenses and permits, including business licenses, food establishment licenses, TABC-related licenses, and other applicable licenses.
• Provides staffing and operational support for City-sponsored events, including Fall Festival, Old Town Christmas, and other special events as assigned.
• Performs other related duties as assigned.

Knowledge, Skills, and Abilities

• General knowledge of municipal government operations
• Knowledge of general office procedures, customer service practices, and administrative support functions
• Ability to communicate effectively both verbally and in writing
• Ability to execute multiple assignments and meet necessary deadlines in a fast-paced environment
• Ability to maintain accurate records and handle confidential information appropriately
• Skill in providing professional and courteous customer service to the public and staff
• Ability to work independently, in the absence of specific instructions, while supporting multiple departments and projects simultaneously
• Proficiency in standard office software programs, databases, and tools
• Ability to perform basic technical troubleshooting

Education, Training, and Experience

• High school diploma or GED
• Two (2) years of general office experience
• Valid Texas Driver’s License

Preferred Qualifications

• Government or public service experience
• Relevant certifications or credentials
• College coursework in Public Administration, Business Administration, Communications, Marketing, or a related field

Special Requirements

This position will need to be available to assist with Planning & Zoning Meetings, which currently occur about once per month in the evenings.

Other Requirements

The physical, mental, and work environment characteristics described below are representative of those an employee may encounter while performing the essential duties of this position. Reasonable accommodations may be provided, in accordance with applicable law, to enable qualified individuals with disabilities to perform the essential functions of the job.

Physical Requirements

• Performs light to medium office work, including lifting and carrying up to 25 pounds occasionally.
• Requires prolonged periods of sitting, standing, walking, bending, reaching, and repetitive hand movements associated with office and administrative tasks.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.
• May assist with meeting setup, supply organization, and movement of office materials or equipment as needed.
• Requires close vision, distance vision, depth perception, and the ability to adjust focus.

Work Environment

• Work is primarily performed in a professional office environment.
• Frequent interaction with employees, City officials, vendors, and the public.
• Moderate noise levels associated with normal office operations and public activity.
• May occasionally travel between City facilities or attend meetings and events.
• May occasionally interact with dissatisfied, upset, or confrontational individuals and must maintain professionalism, composure, and effective customer service in challenging situations.
• Work may involve interruptions, multiple simultaneous tasks, and frequent public contact in a fast-paced environment.