Administrative Assistant III

HOURLY RATE:
$16.95

JOB OBJECTIVES:
The Administrative Assistant III provides administrative services to ensure effective and efficient administrative operations of the Department of City Secretary and is responsible for processing open records requests for the entire City, in accordance with the Texas Public Information Act. Records requests are varied, high in volume, and can be complex and non-routine. Will be responsible for confidential information on a regular basis. Provides support services to the City Secretary, staff, and City Commission. This position is under the direct supervision of the City Secretary.

ESSENTIAL JOB FUNCTIONS:
Duties may include but are not limited to the following:

1. Provides responses to requests for governmental records within the time period mandated by the Texas Public Information Act.
2. Coordinates and processes Public Information Requests, to include City Attorney consultation and approval as warranted.
3. Attend at minimum, one annual conference to keep abreast of vital registration policies and procedures to ensure compliance.
4. Processes applications for new and renewed Texas Alcohol and Beverage licenses.
5. Serve as backup to process all payments related to Public Information Requests, affidavits, TABC permits, facility reservations, and vital statistics in accordance with the standard operating procedures.
6. Manages records associated with advisory boards and commissions, such as creating reports related to term expiration's and vacancies.
7. Assists with the preparation and distribution of documents for City Commission meetings and other notices according to City procedures and applicable laws, as directed by the City Secretary and/or City Manager; prepares city agendas and meeting packets; prepares minutes shell; and conducts required website postings in compliance with the Open Meetings Act.
8. May attend meetings as assigned, take minutes and transcribe minutes into final form as needed.
9. Assists with the codification of City ordinances and required newspaper publications.
10. Composes, reviews, and evaluates various documents, including correspondence, memorandums, ordinances, resolutions, proclamations, contracts, agreements, and oaths of office.
11. Assists with municipal election preparations and responds to inquiries from the public regarding voter information.
12. Records date stamp and distributes incoming and outgoing mail.
13. Prepares travel and makes hotel reservations for the City Secretary, City Manager and City Commission.
14. Transcribes, formats, inputs, edits, retrieves, copies, and transmits correspondence and documents and ensures accuracy.
15. Assists in maintaining the department's budget accounts and balances.
16. Responsible for maintaining and securing confidential information.
17. Greets and provides proper customer service to all incoming calls and walk-ins.
18. Assists in all city events.
19. Provide assistance with risk management-related duties as needed.
20. Provide support/cover the receptionist area as needed.
21. Will perform other job-related duties as assigned.

EQUIPMENT/MATERIALS:
Capability to effectively use and operate various office related equipment such as, but not limited to, personal computer, calculator, copier, typewriter, shredder, scanner, and fax machine.

WORKING CONDITIONS/PHYSICAL DEMANDS:
Must be able to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of members, residents, clients and contractors. May find the environment to be busy, noisy and will need excellent organizational, communication, time, and stress management skills to complete the required tasks. May need to work irregular hours or shifts and some occasional travel may be required. There is little or no hazard to health or body in standard conditions with adequate lighting, heating, and ventilation. There is little or no physical effort, requiring little movement and infrequent lifting greater than 5-15 lbs.

EDUCATION/SKILLS REQUIRED:
Requires a High School diploma with two (2) years of college or training in public administration or related field. Must be bilingual and proficient in MSWord, Excel, PowerPoint, Internet, and Microsoft Outlook. Must have excellent verbal, written, interpersonal and listening skills. Must maintain confidentiality of records and other legal matters. Must be able to organize work independently on multiple assigned tasks/projects, complete assignments with specified deadlines. Ability to use judgment and initiative: to establish and maintain effective working relationships with employees, elected officials, and the public. Must have excellent grammar, writing, communication and organizational skills and be able to accurately type a minimum of 50 wpm. Must possess a valid Texas Driver's License with a satisfactory driving record. Preferred Qualification: Bilingual (English and Spanish) and Associate's Degree in public administration, or related field.