Description

MUST APPLY ON CITY OF PASADENA WEBSITE This is an exciting and unique opportunity to work directly with elected officials. The City of Pasadena, Texas, a city of approximately 150,000 in population, is a "strong-mayor" form of government, where the department of the City Controller is the only department within the City that reports directly to the City Council. The City Council Administrative Assistant (Council Admin) represents the Office of the City Council, reports directly to the City Controller, and assists the members of City Council with event coordination, manages the operations of the City Council office, regularly routes citizens' concerns to their respective councilperson, and works with minimal supervision. The person in this role must be a self-starter, have excellent customer service skills, and be a creative collaborator. Skills in Microsoft Office Suite and AI-enabled graphic design platforms will be valuable in this position. The job requirements below are not intended to be exhaustive. There are helpful links provided at the conclusion of the Job Requirements section including where to apply, City Controller's page, City Council's page, and annual City budgets.

Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES:
The listed duties are essential job functions that the position has been created to perform. The list of duties is not exhaustive. The employee may be called upon to perform any task that is implied from the listed duties or is within the scope of the general summary.

• Provides administrative support for eight members of Council.
• Interprets and implements basic rules, regulations, policies and procedures in day-today department operations.
• Drafts correspondence, reports and other documents, proofs/edits documents for accuracy, content and format.
• Prepares periodic and special reports, compiles information and maintains department reference information.
• Investigates problems / potential problems by means of written and verbal communications, prepares findings and recommends solutions.
• Organizes inventorying, cataloging, retention and retrieval of department documents.
• Assists in the coordination of department staff services, such as personnel, purchasing, storekeeping, public relations and office management.
• Conducts administrative research related to City business.
• Assists with department budget preparation and monitoring and provides budgetary updates to City Council Members.
• Represents the department head at staff meetings and some conferences, acts as liaison to designated private agencies and organizations.
• Must be able to obtain and maintain, without interruption, all necessary licenses, certifications, clearances, and/or job requirements.
• Work the assigned schedule and comply with City timekeeping and attendance policy.
• Assist Council Members with scheduling, managing calendars, and coordinating meetings.
• Coordination and documentation of Council Member training.
• Coordinate Council Member orders for meetings, clothing, and office supplies
• Prepare payment requests.
• Ability to keep a highly organized workspace and work well under pressure.
• Deliver excellent customer service, be helpful to the public, and maintain a professional and cheerful demeanor, treating all residents with respect.
• Set up and maintain conference room area and coordinate usage with the Office of the Mayor.
• Performs other duties as requested.

OTHER REQUIRED DUTIES & RESPONSIBILITIES:

• May be asked to run occasional errands for Council Members limited to places within the City’s limits with proper notice.
• May use City vehicle for assigned duties.
• Office appropriate, business casual attire.

KNOWLEDGE, SKILLS & ABILITIES:

• Keen sense of attention to detail
• Strong organizational skills
• Unparalleled customer service delivery

EDUCATION, EXPERIENCE & LICENSES:

• Must have or be able to obtain upon hire a Texas Driver’s License and be insurable on the City’s policy.
• Must be able to use Microsoft Office Suite with proficiency (Outlook, Teams, Excel, Word, Power Point.

REQUIRED:

• High School diploma (GED), with five (5) years related experience and / or training; or equivalent combination of education and experience.

PREFERRED:

• Fluency in English and Spanish
• Comfortable in use of AI-enabled graphic design and visual creation platforms such as Canva.
• Two-year degree from an accredited institution

BENEFITS INFO:

The City of Pasadena offers very generous benefits to all full-time employees. For example:

• Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month.
• The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic FREE OF CHARGE.
• Employees and their covered dependents also have access to Virtual Visits with a medical professional FREE OF CHARGE.
• The City offers college tuition reimbursement of up to $3,500 per year.
• As an employee, you will contribute a portion of your salary each pay-period towards your retirement and the City will match your contribution by 200%. Example, if you contribute $100, the City will contribute $200.
• Civilian employees accumulate vacation at the following rates: Less than 6 years of service - two weeks of vacation per year.
  • From 6 to less than 11 years of service - three weeks of vacation per year.
  • From 11 to less than 21 years of service - four weeks of vacation per year.
  • From 21 to less than 26 years of service - five weeks of vacation per year.
  • From 26 years of service and up - six weeks of vacation per year.

The above job description is intended to describe the general nature and level of work being performed by individuals assigned to this job. The job description does not include an exhaustive list of all duties that could be assigned if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the City of Pasadena and the employee and is subject to change by the City of Pasadena as the needs of the City and requirements of the job changes.

The City of Pasadena, Texas is an equal opportunity employer and does not make hiring decisions on the basis of any protected category.

HELPFUL LINKS (PLEASE USE COPY AND PASTE INTO BROWSER):

Where to Apply: https://coptx.applicantpro.com/jobs/3958034 

Link to City Controller's Page: https://www.pasadenatx.gov/891/Office-of-the-City-Controller

Link to City Council's Page: https://www.pasadenatx.gov/406/City-Council

Link to Operating City Budgets: https://www.pasadenatx.gov/768/Annual-Operating-Budget

City of Pasadena, Texas Organizational Chart: