Administrative Assistant - City Clerk

City of Baytown; Baytown (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Baytown is seeking an Administrative Assistant for the City Clerk's Office to provide essential support in records management, public inquiries, and coordinated office activities. The role requires strong organizational and communication skills, with the ability to multitask in a fast-paced city government environment.

The ideal candidate will handle meeting setups, Vital Statistics tasks, records for boards/commissions, purchasing, budgeting, and notary duties.

Qualifications

• High School Diploma or GED; three years of customer service or general office experience.
• Bondable and able to become a notary public.
• Equivalent combination of experience and/or licenses acceptable to perform essential functions.

Responsibilities

• Operates a multi-line telephone system and provides professional front-line customer service.
• Supports City Clerk's Office daily operations: meeting setup, polling, calendar management, and office functions.
• Assists Vital Statistics in processing and filing birth/death records per laws and procedures.
• Coordinates appointments and records for City Boards/Commissions; ensures documentation complies with policies.
• Coordinates purchasing of office supplies, notary services, travel, and departmental budgeting/billing.

Skills

Customer service

Office administration

Record management

Multitasking

Notary readiness

Education

High School Diploma or GED

Associate's Degree in Public Administration/Business

Tools

Windows

Microsoft Office

Publisher

PowerPoint

Excel

Access

Laserfiche

AgendaQuick

Job description

Join our team as an Administrative Assistant in the City Clerk's office, where your organizational skills and attention to detail will shine. In this role, you'll provide vital support by managing records, assisting with public inquiries, and coordinating office activities. The ideal candidate will have excellent communication abilities and a knack for multitasking in a fast-paced environment. If you're ready to contribute to the smooth operation of our city government.

Performs a variety of administrative and technical duties in support of the City Clerk's Office. The position requires advanced computer knowledge and technical proficiency, strong organizational and communication skills, sound judgment, initiative, and the ability to exercise independent decision-making while working with minimal supervision. As a primary point of contact for the City Clerk's Office, this position provides administrative support and coordination for a broad range of departmental functions, including, but not limited to, City Council meetings, Vital Statistics, Boards and Commissions, records management, permitting, polling, office supplies, budgeting and billing. The position is expected to maintain a high level of accuracy, confidentiality, professionalism, and customer service while ensuring assigned responsibilities are completed efficiently and in accordance with applicable policies, procedures, and regulations.

• Operates a multi-line telephone system and provides professional, courteous, and responsive first-line customer service at the front window to internal and external customers. Provides information regarding City Clerk services, procedures, requirements, and applicable fees.
• Provides administrative support for the daily operations of the City Clerk's Office, including meeting setup, City Council meeting-related activities, polling activities, departmental Outlook calendars, and other administrative functions.
• Provides administrative support for Vital Statistics operations and assists with the processing, issuance, filing, maintenance, and retrieval of birth and death records in accordance with applicable laws, regulations, and departmental procedures.
• Coordinates and updates records related to City Boards and Commissions; coordinates appointments; and ensures appointment and appointee documentation complies with applicable City policies and state requirements.
• Coordinates the purchasing of office supplies and maintains departmental inventory. Provides notary services, coordinates departmental travel, processes purchase orders and P-Cards, and provides administrative support for the departmental budget process, including day-to-day expenditure tracking.
• Processes Alcohol Packets and various other permits administered by the City Clerk's Office, ensuring required documentation is complete and appropriately processed in accordance with established procedures, City requirements, and applicable state laws and regulations.
• Provides administrative support to the City Clerk and assists with special projects, assignments, and departmental initiatives as directed and performs all other duties as assigned.

Required

• High School Diploma or equivalent (GED)
• Three years of customer service or general office experience.
• Must be bondable and able to become a notary public.

OR

• An equivalent combination of experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

Preferred

• Associate's Degree in Public Administration, Business, or related field from an accredited college or institution.
• Bilingual (Spanish).
• Municipal government experience.

Ability to multitask, establish priorities, work independently or as a part of a team, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Advanced knowledge of business machine operations, faxes, digital recorders, and accounting/billing processes; skilled in computer usage, typing, Windows, Publisher, PowerPoint, Excel, Access, Laserfiche, AgendaQuick, electronic agendas and websites. Must have a high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position requires demonstrated tact and diplomacy; ability to provide professional and courteous customer service to public officials, employees and the public in sometimes difficult or sensitive situations is key. Ability to handle cash and process payments.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work more than 40 hours a week. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.