Administrative Support Specialist

Stone-Bridge-Personnel; Tyler (TX); On-site; USD 53,726,000 - 57,859,000; Full time

Job summary

Stone Bridge Personnel in Tyler, TX is seeking an experienced Administrative Support Specialist to provide support for three departments and over 50 employees. The role covers policy interpretation, contract management, and handling inquiries within guidelines.

You will support the Director of Utilities, manage department files, process mail, and assist with reporting to state and federal agencies. A strong MS Office and writing skills are required.

Qualifications

• At least two years of college; an Associate's or Bachelor's degree or equivalent office-management experience.
• Six months of lease management experience.
• Good typing, advanced reading/writing, and intermediate math skills.

Responsibilities

• Provide administrative support to the Director of Utilities, including composing and filing correspondence
• Receive, route, print, and distribute correspondence
• Maintain employee records and verify hours for 50+ employees
• Coordinate leasehold documents and Access Agreements with title companies and banks for real estate-related activities

Skills

Microsoft Office

Excel

PowerPoint

Typing

Confidential handling

Communication

Education

Associate's or Bachelor's degree

Office management experience

Lease management experience

Tools

PDF software

Job description

Administrative Support Specialist

Company: Stone Bridge Personnel

Location: Tyler, TX

Employment @type: Temp-to-hire

Pay: $19.31

Stone Bridge Personnel is seeking an experienced Administrative Support Specialist to provide administrative support for three departments and more than 50 employees. You will interpret and apply policies and procedures to assist the public and internal departments with utility administration, construction, and general information. The role includes contract management, department files and databases, and resolving customer complaints and inquiries within established guidelines.

Administrative Support

• Provide administrative assistance to the Director of Utilities, including composing and filing correspondence


• Receive and route phone calls; @type, print, and distribute correspondence


• Process, sort, and distribute incoming mail for three departments


• Attend department meetings as necessary


• Prepare and review Council Communications

Reporting, Training, and Customer Service

• Send required reports to State and Federal agencies as specified by permits


• Serve as department trainer for software and computer changes, policy changes, and ordinance changes


• Respond to customer website questions and concerns


• Identify services, locate information, and consult with department personnel to resolve customer problems within established guidelines

Personnel and Purchasing

• Maintain employee records, enter time, and verify hours for 50+ employees


• Prepare and distribute personnel forms such as evaluations and change-of-status forms


• Prepare requisitions and purchase orders for three departments, and set up annual blanket POs for recurring purchases


• Purchase supplies, prepare annual bids for supplies, and process invoices for payment

Lease and Property Management

• Coordinate regularly with title companies and banks on leasehold properties


• Prepare leasehold documents and Access Agreements across City-owned property for real estate closings


• Manage and update the database of leasehold property and related fees


• Maintain hard copy files of original leases and construction permits for each lot


• Review plats for lots

Education and Experience

• At least two years of college; an Associate's or Bachelor's degree and/or a combination of education and four years of office management experience, or an equivalent combination of training and experience


• Six months of lease management experience


• Good typing skills, advanced reading and writing skills, and intermediate math skills

Skills and Abilities

• Extensive knowledge of administrative duties and modern office methods, practices, and procedures


• Experience with and extensive knowledge of PDF software, Microsoft Office, Excel, and PowerPoint


• Ability to handle frequent interruptions while following through on projects and routine assignments


• Ability to prioritize, multitask, and move between projects as needed


• Ability to work independently, exercise sound judgment, and complete duties with a high level of accuracy


• Ability to handle confidential information properly


• Ability to build and maintain effective working relationships

Physical Requirements

• Sit 7 hours daily; twist 2 hours daily; stand 1 hour daily


• Bend, stoop, turn, and walk 30 minutes daily


• Lift, carry, push, and pull up to 10 lbs. for 15 minutes daily

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