Administrative Specialist

Job Summary

Join our dynamic team in the Public Works & Engineering Department as an Administrative Specialist and play a pivotal role in supporting the infrastructure that powers our community. In this essential position, you'll leverage your organizational skills and attention to detail to manage office operations, coordinate projects, and ensure seamless communication within the department. Ideal candidates are proactive problem-solvers with a knack for multitasking and a passion for public service. Apply today to contribute to the efficiency and effectiveness of our city's foundational services.

Full Benefits Package Including:

• Paid holiday, vacation & sick leave to support your work/life balance

• Insurance options

• Free employee clinic for medical coverage participants

• TMRS retirement with 14% City contribution

• Mental health and financial education benefits

• And much more!

Performs administrative duties to support the department's overall mission. Uses/requires office skills to handle: customer service/communications (internal and external), file organization and management, and processing of department invoices and P-Card reports, and decision making within scope of responsibility. Requires computer skills including data entry, word processing, spreadsheets, databases, graphics software, and report and letter preparation.

Duties

• Answers the telephone, takes messages and routes them for the Public Works & Engineering department. Greets and directs incoming guests, distributes incoming mail and shipments, and orders materials and office supplies for department staff as needed. Responds to resident's questions and problems. Monitors transmissions and dispatches to Public Works and Utilities crews.

• Obtains, reports, documents and finalizes all invoices as well as employee P-Card reports for Public Works & Engineering Department. Monitors and handles transactions for department petty cash refunds.

• Provides administrative support to department management by scheduling and organizing meetings and generating and maintaining service orders. Maintains records and standard operating procedures.

• Coordinates with the Public Affairs Department regarding Public Works and Engineering information that needs to be communicated to the Baytown community (i.e. emergency repairs, road closures, events, etc.).

• Performs all other related duties as assigned.

Minimum Qualifications

REQUIRED:

• High School Diploma or equivalent (GED).

• Two years customer service or general office experience OR equivalent combination of education and experience.

PREFERRED:

• Bilingual in English/Spanish.

Knowledge, Skills and Abilities

Ability to multitask, establish priorities, work independently, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Knowledge of business machine operations, personal computers and related software, and accounting/billing processes. Must have a high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position continually requires demonstrated poise, tact, and diplomacy. Ability to get along appropriately with co-workers and the public.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

How to Apply

01

Do you possess a High School Diploma or equivalent (GED)?

• Yes

• No

02

How may years do you possess in customer service or general office experience?

• Less than 2 years

• 2 years but less than 4 years

• 4 years but less than 6 years

• 6 or more years

• None

03

If you are bilingual in which language are you most proficient?

• I am not bilingual

• Spanish

• Vietnamese

• Chinese

• French

• Urdu

• Other

• American Sign Language

Required Question

Agency City of Baytown

Address 2401 Market Street

Baytown, Texas, 77520

Phone 281-422-8281

Website http://www.baytown.org