Administrative Assistant - Fire & Finance

Alvarado, City of (TX); Alvarado (TX); On-site; USD 36,000 - 42,000; Full time

Job summary

Alvarado, City of (TX) seeks a versatile administrative support staff member to enhance front-office operations and customer service. You will manage calls, visitors, mail, and inquiries while assisting with office manager duties and facility tasks to ensure smooth daily operations.

Responsibilities include routine invoicing, supply tracking, payroll timesheet support, and contributing to budget tracking and grant submissions.

Qualifications

• Knowledge of municipal government operations and office procedures.
• Ability to communicate effectively in writing and verbally.
• Proficiency with standard office software and record-keeping practices.

Responsibilities

• Manage front-office operations: calls, visitors, mail, and general inquiries with professional customer service.
• Assist with office manager duties: door security, recycling, and break-room upkeep as needed.
• Process invoices, track supplies, and handle payroll timesheet entries.
• Support budget tracking, grant submissions, and reimbursements.
• Maintain confidential records and assist with scanning and document retention.

Skills

Municipal operations

Office procedures

Customer service

Verbal & written communication

Record keeping

Multi-tasking

Office software

Education

High school diploma or GED

Valid Texas Driver’s License

Job description

Position Summary

Under general direction, this position assists the Fire Department and Finance Department in completing various administrative tasks and special and ongoing projects. This role serves as the primary customer service contact and support person for smooth and efficient daily operations.

Reporting Structure

This position reports to the Fire Chief and Chief Financial Officer 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 to or a logical assignment for this class.

• Assist with 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.
• Assist with Office Manager-type duties to include locking/unlocking of city building doors, coordinating recycle/shred service for pickup, cleaning out the break room and refrigerator as needed, etc.
• Routine order placing, supply tracking, and invoice processing.
• Assist with timesheet entries for payroll processing.
• Assist with budget tracking, grant submissions, and reimbursements.
• General clerical and file management to include assisting with scanning documents to maintain compliance with records retention.
• Assist staff with mail.
• Compile monthly credit card log for CFO and Fire Chief.
• Assist Municipal Judge and Court staff on court days, occasionally as needed.
• Scheduling & Coordination of various items such as meetings, interviews, employee training, vehicle and equipment maintenance schedules, etc.
• Event planning assistance to include ceremonies, annual banquet, etc.
• Occasional errands and routine correspondence for the assigned departments.
• Other 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

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.