ADMINISTRATIVE ASSISTANT FOR CODE ENFORCEMENT

City of San Benito; San Benito (TX); On-site; USD 36,000 - 52,000; Full time

Job summary

The City of San Benito is seeking an Administrative Assistant for Code Enforcement to provide comprehensive support to the Director and divisions. The role includes processing requisitions, maintaining records, preparing reports and correspondence, and delivering courteous customer service in person, by phone, and email.

You will coordinate daily office operations across departments, attend meetings, and assist with meeting packets and minutes.

Qualifications

• High school diploma or GED required.
• Minimum of 1 year administrative or clerical office experience.
• Bilingual English/Spanish preferred.
• Valid Texas Driver’s License required.

Responsibilities

• Provides comprehensive administrative support to the Director of Code Enforcement and associated divisions.
• Processes requisitions and supporting documentation, and maintains accurate records.
• Prepares reports, correspondence, and departmental forms; handles customer service by phone, email, and in person.
• Coordinates daily office operations across Building, Health, and Code Enforcement Departments; manages data entry and records.
• Attends and assists with meetings; prepares packets, minutes, and maintains records.
• Maintains department website content, purchasing requisitions, purchase orders, and related financial docs.
• Compiles monthly departmental reports; supports budget preparation.
• Handles confidential, sensitive information with professionalism and discretion.

Skills

Bilingual English/Spanish

Education

High school diploma or GED

1 year administrative/clerical experience

Tools

Texas Driver's License

Job description

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ADMINISTRATIVE ASSISTANT FOR CODE ENFORCEMENT

Positions Available: One (1)

DOE/DOQ - GENERAL RESPONSIBILITIES - Provides comprehensive administrative support to the Director of Code Enforcement and associated divisions. Performs a variety of responsible and confidential administrative duties, including preparing requisitions and supporting documentation, processing purchase orders, maintaining accurate records, and preparing reports and correspondence. Delivers professional and courteous customer service to visitors, employees, and the public through telephone, email, and in-person interactions. Demonstrates strong organizational and time-management skills, with the ability to prioritize, coordinate, and manage multiple projects and assignments simultaneously. Works under the general supervision of the Director of Code Enforcement.

Duties include, but not limited to, the following:

• Maintains regular, punctual, and consistent attendance during assigned work hours and schedules.
• Works outside regular business hours, including evenings and weekends, as operational needs require.
• Provides comprehensive administrative support, including maintaining accurate case files and financial records, processing incoming and outgoing mail, preparing correspondence, and developing departmental forms and documents.
• Coordinates daily office operations and performs clerical and administrative duties for the Building, Health, and Code Enforcement Departments, including database management, data entry, records organization, document filing, and customer service.
• Prepares and assembles meeting packets and supporting documentation for the Building and Standards Board.
• Attends departmental and board meetings as required, assists with meeting coordination, and prepares and maintains accurate meeting records and minutes.
• Reviews and processes mowing contractor invoices for payment, prepares lien documentation, and conducts case-related research as directed.
• Develops and maintains a tracking system for outstanding code enforcement liens, payments, and lien settlements to ensure accurate and current records.
• Monitors and provides periodic updates to departmental staff regarding applicable codes, ordinances, and regulatory changes.
• Assists the Director with the preparation, coordination, and documentation of the department's annual budget.
• Serves as the departmental website administrator, ensuring information is accurate, current, and appropriately maintained.
• Prepares and processes departmental purchase requisitions, purchase orders, invoices, and related financial documentation in accordance with established procedures.
• Compiles, prepares, and submits monthly departmental reports, ensuring accuracy, completeness, and timely submission.
• Demonstrates the ability to work independently with minimal supervision while effectively managing moderately complex assignments and competing priorities.
• Handles confidential, sensitive, and time-sensitive information with professionalism, discretion, and adherence to established policies and procedures.

QUALIFICATIONS

Any combination of education, training, and experience that demonstrates the knowledge, skills, and abilities necessary to successfully perform the essential functions of the position will be considered qualifying.

• High school diploma or General Educational Development (GED) certificate required.
• Minimum of one (1) years of administrative or clerical office experience required.
• Bilingual proficiency in English and Spanish preferred.
• Possession of a valid Texas Driver’s License required.

WORKING CONDITIONS AND PHYSICAL CAPABILITIES

• Demonstrates sound judgment and decision-making skills by applying relevant knowledge, training, and experience to assess situations, resolve issues, maintain efficient operations, deliver quality customer service, and minimize potential liability to the City.
• Regularly required to stand, walk, reach, stoop, kneel, crouch, crawl, bend, and use hands to handle or operate objects and equipment.
• Must be able to lift and/or move objects weighing up to 30 pounds as required to perform essential job functions.
• Works in an environment where noise levels are generally moderate.
• Must be able to maintain focus, concentration, and productivity while managing interruptions, distractions, and background noise.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the City’s demands change, so will the essential functions of this position.