Executive Administrative Assistant

City of Maypearl; Stephenville (TX); Hybrid; USD 22,000 - 31,000; Full time

Job summary

The City of Stephenville is seeking a full-time Public Works Administrative Assistant to support Water, Sewer, Streets, Drainage, and related operations under the Public Works Director. The role handles a wide range of administrative tasks with discretion and initiative, assisting callers and staff, and coordinating information flow.

Responsibilities include preparing documents, managing calendars, processing billing and purchasing, maintaining records, and providing courteous service to the

Qualifications

• High school diploma or GED required.
• Two years of administrative or clerical experience.
• Valid Texas driver’s license (from the context).

Responsibilities

• Provide administrative and technical support to the Public Works Director and supervisors.
• Prepare correspondence, reports, notices, forms, and other documents.
• Maintain department calendars; schedule meetings, training, and travel.
• Sort and distribute mail.
• Assist with planning and coordinating city-related functions.
• Serve as initial contact for grant research, applications, and compliance tasks.
• Respond to public inquiries, resolve complaints, and relay messages to field staff.
• Assist with issuing permits and vouchers for Public Works.
• Maintain filing systems, computerized records, permit reporting, and project tracking documents.
• Process billing, travel expenses, purchase requests, and other financial documents.
• Review purchase orders, invoices, receiving reports, and related documents for accuracy.Coordinate bid documents, specifications, bonds, and contracts.
• Use specialized software to compile traffic count and speed data.
• Assist with reporting streetlight and traffic signal outages to appropriate agencies.
• Assist with department personnel training.
• Attend meetings and serve on committees as assigned.
• Perform related duties as required.

Skills

Microsoft Office

Adobe Acrobat

English communication

Customer service

Time management

Teamwork

Education

High school diploma or GED

Tools

Incode

Laserfiche

MetroCount

Online permitting portals

Job description

Department: Public Works
Reports To: Public Works Director
Exempt Status: Non - Exempt
Starting Hourly Rate: 19.33
Closing Date: Once Filled

Job Summary

This full-time position works under the direction of the Public Works Director and supports the planning, organization, and coordination of the City’s Public Works operations, including Water, Sewer, Streets, Drainage, Landfill, and Domestic Refuse Collection contract administration. The role includes a wide range of administrative responsibilities requiring independent judgment, discretion, and initiative while assisting callers and visitors, responding to information requests, and supporting public relations activities. Work is performed with minimal supervision and reviewed for achievement of desired results.

Essential Duties and Responsibilities

• Provide administrative and technical support to the Public Works Director and supervisors.
• Prepare correspondence, reports, notices, forms, and other documents.
• Maintain department calendars; schedule meetings, training, and travel.
• Sort and distribute mail.
• Assist with planning and coordinating city-related functions.
• Serve as initial contact for grant research, applications, and compliance tasks.
• Respond to public inquiries, resolve complaints, and relay messages to field staff.
• Assist with issuing permits and vouchers for Public Works.
• Maintain filing systems, computerized records, permit reporting, and project tracking documents.
• Process billing, travel expenses, purchase requests, and other financial documents.
• Review purchase orders, invoices, receiving reports, and related documents for accuracy.Coordinate bid documents, specifications, bonds, and contracts.
• Use specialized software to compile traffic count and speed data.
• Assist with reporting streetlight and traffic signal outages to appropriate agencies.
• Assist with department personnel training.
• Attend meetings and serve on committees as assigned.
• Perform related duties as required.

Minimum Qualifications

• Valid Texas driver’s license.
• High school diploma or GED
• Two years of administrative or clerical experience.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office products and Adobe Acrobat.
• Ability to become proficient in Incode, Laserfiche, MetroCount, and online permitting portals.
• Knowledge of modern office procedures, equipment, and recordkeeping principles.
• Understanding of City purchasing procedures and basic bookkeeping practices.
• Ability to accurately search and interpret files, records, and databases.
• Clear and effective communication in English, both written and spoken.
• Professional customer service skills, including courteous telephone etiquette.
• Ability to prepare concise business correspondence, documents, and basic reports.
• Strong ability to prioritize tasks, meet deadlines, and manage multiple responsibilities.
• Skilled in maintaining organized records and producing accurate documentation.
• Effective problem-solving and multitasking skills with attention to detail.
• Ability to establish cooperative working relationships with staff, other departments, agencies, and the public.
• Ability to respond to inquiries professionally and work effectively within a team environment.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to perform repetitive hand movements and fine motor tasks.
• Ability to lift up to 30 lbs. (file boxes, stored records, etc.).
• Ability to communicate clearly and courteously in English.

Work Environment

Majority of work is performed in an office setting and may be subject to ordinary risks typically found in an office environment.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender expression, disability, national origin, veteran or marital status.”