Description
SUMMARY: Under general supervision, the purpose of the position is to provide administrative assistance to Development Services. The position processes data and information of a sensitive and confidential nature. Applicants in this position will perform administrative duties including, but not limited to, typing, filing, answering phones, interacting with residents, developers, contractors, and staff. This position also provides general information in response to a wide variety of inquiries and performs related work as required.
A minimum of 40 hours per week, not to exceed 40 hours per week. Monday, Tuesday, Wednesday and Thursday hours are from 7:30 a.m. to 4:30 p.m. and Friday hours are 8:30 a.m. to 12:30 p.m. This schedule is not set, hours/days will vary and some hours possibly being after 5:00 p.m. due to increase workload, but to start these will be the times and days for this position.
ESSENTIAL JOB FUNCTIONS:
- Greet and assist visitors.
- Assists in maintaining the records management system for the Town.
- Assists in filing and indexing systems, and retrieval of official Town documents using computer system.
- Files various documents, legal notices, and other records; keeps comprehensive record keeping systems, including policies and procedures.
- Clearly explains complex regulations that may not be well accepted, providing consistent, accurate information in-person, electronically, and over the telephone.
- Accurately inputs data into complex computer database systems, at times incurring heavy volumes.
- Maintains confidentiality regarding sensitive information.
- Works cohesively with other Town staff.
- Regular, reliable, and punctual attendance.
- Works effectively under pressure and with frequent interruptions.
- Completes work and projects in a thorough and timely manner.
- Understands and follows directions from supervisor, posted work rules and procedures.
- Works courteously and effectively with public officials, citizens, contractors, vendors, developers, supervisor, and other employees, in person, electronically, and over the telephone; assisting them with a wide variety of information pertaining to Town and department; effectively handles high volumes of telephone calls and email.
- Shows initiative in performing job functions.
- Because of the small size of the Town staff, the employee is expected to perform a wide range of office duties as may be required.
- Performs related work as required.
SUPERVISORY/BUDGET RESPONSIBILITIES:
- None.
Requirements
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of English language;
- Ability to independently plan, organize and carry out assignments to completion with minimum of instruction;
- Ability to adhere to prescribed routines, practices and the laws of the State of Texas;
- Ability to maintain records and make reports requiring accuracy;
- Ability to plan work, delegate appropriately, and meet deadlines;
- Ability to assist the public cooperatively and with courtesy;
- Skilled in prioritizing, organizing, and managing multiple simultaneous projects;
- Skilled in maintaining sensitive and confidential information;
- Skilled in operating a computer and related software applications, including Word and Excel; and
- Skilled in communicating effectively with a variety of individuals.
MINIMUM QUALIFICATIONS:
- High School Diploma or G.E.D. Associate Degree preferred.
PREFERENCES:
- Bilingual in English/Spanish.
- Previous municipality experience
- Licensed Permit Tech
- Notary Public.
WORKING CONDITIONS:
- Frequent reaching, sitting, standing, walking, talking, seeing, hearing, and touching.
- Occasional lifting and carrying up to 20 pounds.
- Work is typically performed in a standard office environment under video surveillance.
- Potential exposure to criminal suspects.
CONDITIONS OF EMPLOYMENT:
- Must pass criminal history check.
- Must pass motor vehicle records check.
The salary will be market-competitive depending on qualifications and experience. The total rewards package includes a variety of leave and insurance benefits that include 100% Employee premium coverage. The Town participates in the Texas Municipal Retirement System (TMRS) at a mandatory employee deposit rate of 8% and an employer matching ratio of 2:1.
