Administrative Assistant - City Clerk

City of Baytown, TX

Baytown (TX)

On-site

USD 38,000 - 46,000

Full time

2 days ago

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Benefits offered by this job

Health insurance

Retirement plan

Paid holidays

Tuition assistance

Job summary

City of Baytown, TX is seeking an Administrative Assistant in the City Clerk's Office. You will manage records, handle public inquiries, and coordinate office activities, ensuring accuracy and confidentiality.

Strong computer skills and effective communication are required for a fast-paced municipal environment. The role supports City Council meetings, Vital Statistics, boards and commissions, budgeting, and various permitting functions, with a focus on professional customer service and

Qualifications

High school diploma or GED.
Three years of customer service or general office experience.
Bondable and able to become a notary public.

Responsibilities

Operates a multi-line telephone system and provides professional customer service at the front window.
Provides administrative support for daily operations, meeting setup, calendars, and related activities.
Assists with Vital Statistics records processing and filing in accordance with laws and procedures.
Coordinates and updates records for City Boards and Commissions and appointments.
Coordinates purchasing, notary services, travel, PO/P-Card processing, and budget support.
Processes Alcohol Packets and permits; ensures proper documentation per procedures.
Supports the City Clerk and participates in special projects and initiatives.

Skills

Multitasking

Customer service

Communication

Computer literacy

Education

High School diploma

Notary eligibility

Tools

Laserfiche

AgendaQuick

Excel

Access

Publisher

PowerPoint

Outlook

Windows

Job description

Job Summary

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.

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.

Duties

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

Minimum Qualifications

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.

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.

Knowledge, Skills And Abilities

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.

To promote health and wellness, we provide a comprehensive benefits program (listed below) to meet the needs of you and your family. Our goal is to help you live and work well – 365 days a year.

Medical

United Healthcare
Effective the first day of the month following 30 days of employment
Annual Deductible (Network) $750 Indiv/$2,250 Family
In-Network Benefit 80%/20% after plan deductible
$50 co-pay (general visit)
RX - $10 Generic/$40 Formulary/$75 Non-Formulary
Flexible Spending Accounts: Healthcare and Dependent Care expenses
FREE virtual visits

Dental

Cigna Dental PPO & DHMO
Effective the first day of the month following 30 days of employment
Preventative & diagnostic covered at 100%
Annual Deductible: $50/Indiv (Cigna PPO) - No annual deductible for Cigna DHMO

Vision

Superior Vision
Effective the first day of the month following 30 days of employment
In-Network exam co-pay $10 & $25 materials co-pay
Frames: $140 Allowance - Contact Lenses: $160 Allowance

Holistic Health & Wellness

Employee Wellness Center offering FREE primary care medical treatment for employees & dependents on the Medical plan
FREE access to gyms, Shipt, and Walmart+ through our employee medical insurance
Gym partnership with Lee College Wellness Center & swimming pool for $58/year
Employee Assistance Program providing employees and their household family members up to 8 FREE counseling sessions per issue per year, legal and financial assistance, will generator tools, and more!
Sick Leave Pool providing participants additional paid sick time if accruals are exhausted.
SmartDollar: free online program providing tips and tools from Dave Ramsey for getting out of debt and building good saving practices

Retirement

Texas Municipal Retirement System:
- 7% employee contribution with a 14% employer match
- 5 year vesting
- Retirement Eligibility: 20 years of service/any age - or - 5 years of service/at least age 60
- FREE Life Insurance coverage up to 1X your base annual salary
MissionSquare 457 and 457 Roth IRA plans: additional voluntary employee participation

Disability Insurance

Equitable:
- Long-term Disability: voluntary elected coverage. Pays 60% of monthly earnings up to $8,000 per month up to social security age, depending on the disability
- Short-term Disability: voluntary elected coverage. Pays 60% of weekly earnings up to $1,000 per week for up to the first 13 weeks of a disability

Training and Tuition Assistance

The HUB Employee Training Center: we invest in you by equipping you with the knowledge and skills needed to live out our Purpose and Core Values
Access to funding up to $1,500 per semester or $3,000 per year for tuition toward courses that are job-related or will enhance your work performance

Generous Paid Sick, Vacation, & Holiday Leave