Administrative Specialist

Job Description

JOB SUMMARY

The Administrative Specialist purpose is to plan, coordinate, organize, evaluate and, to ensure efficient and effective operation. Under the general guidance of the Administrative Assistant, City Secretary and, at times, the Deputy City Secretary, perform a broad range of functions in the office management area.

Under supervision by the Administrative Assistant, City Secretary, and Deputy City Secretary, the Administrative Specialist ensures that work complies with federal, state, and local law, departmental policies and procedures as related to the following:

• Public Information Act,
• Open Meetings Act,
• Boards and Commissions by-laws/ordinances,
• Local Government Code,
• Records Management,
• Code of Ethics

COMPETENCIES

• Participatory Leadership

• Critical Thinking

• Collaborative

• Innovative/Open to New Ideas

• Open Communication

• Attention to Detail

• Life-long learning/professional development

• Diplomacy and negotiation skills

KEY FUNCTIONS/KNOWLEDGE/SKILLS:

Under the direction of the City Secretary, performs, provides and/or facilitates the following:

• Updates the Board and Commission Book after each City Commission Meeting, as needed.

• Answer and redirect phone calls, mail delivery and pick up and/or deliveries to other city departments and members of the city commission, as needed (rotation).

• Develop standard operating procedures.

• Maintain strict confidentiality of information related to daily office operations as required.

• Maintain minute books for the City Commission and a variety of City-sponsored committees o boards.

• Communicates with the Recording Secretaries of other City Boards and Commissions, assisting with the posting of agendas, minutes, and coordinating the filing of required oaths and statement of officer forms from each board or commission member along with the required training and certifications of Board and Commission members.

• Interaction and Organization with all Recording Secretaries of all City Boards and Commissions to ensure proper compliance with Texas Open Meetings Act, Public Information Act, Board Vacancies and Term expirations, Oath of Offices, including assuring that all agendas, minutes, and recordings are being posted and published and that all Recording Secretaries ensure that board members are familiar with the Code of Ethics and Conflict of Interest Disclosures.

• Processes requests for research and documents from other City departments.

• Assist with accepting Applications for Board and Commission vacancies, routing these to City Staff.

• Scans documents into city document management software.

• Assist with the training of Recording Secretaries.

• Assist with Public Information Requests and Records Management.

• Assist with processing and researching city cemetery records and burial requests.

• Other related duties as assigned, including attending required/mandated City mandated OD&HR training, and other training, and professional development or retreats, as required. Attending training could require out of town travel for several days and attending meetings could require in or out of town travel, after regular office hours.

Education and Experience

• Associate's Degree in a related field such as Business Administration or Public Administration and four (4) years' of relevant job experience

• Requires knowledge in the use of Microsoft Excel, PowerPoint, Outlook, SharePoint, Adobe Acrobat, and Word.

• Prior experience using Agenda Management Software is preferred.

• Prior experience with Document Imaging Software and Cash Receipt Software is preferred.

• Prior customer service skills are preferred.

• Knowledge of or prior experience with Parliamentary procedure is preferred.

• Prior experience in a Municipal Clerk office or other governmental office/department with knowledge regarding the Texas Open Meetings Act, Public Information Act, and Records Management is preferred.

Special Certifications and License

Valid Texas Driver's License

Independence and Judgement

Average judgment; must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, whether there is a problem/malfunction with a piece of office equipment that needs attention, etc.; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules

Initiative and Ingenuity

Greater level of knowledge when applying guidelines and interpretation of available options to non-standard situations; division goals drive priorities

Supervisory and Responsibility

Does not supervise.

Financial Responsibility

No financial responsibility.

Level and Frequency of Outside Contacts

Direct contact may be infrequent, but may require considerable tact and courtesy when it does occur.

Physical Demands

Office job with little or occasional light physical effort, may require brief periods of muscular exertion, such as standing, lifting, moving, pulling, pushing, etc. Ability to exert up to 20lbs. of force occasionally to move objects.

Responsibility for Equipment and Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office. Use of City Vehicle.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

Must be able to pass a Background Check and Fingerprinting as required by the Texas Department of State Health Services, Vital Statistics Division.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville participates in a generous retirement plan with retirement opportunities available at 5 years of service at age 60 or 20 years of service at any age. The City has an exceptional employee and family medical, dental and life insurance plan. Employees may also contribute to deferred compensation plans from Equitable and supplemental insurance plans from AFLAC and Colonial Life. Full time employees have the opportunity to accumulate 10 sick days and 10 annual days per year. Additionally, the City of Brownsville observes 12 holidays annually and two (2) floating holidays.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.