Job Description

Under immediate / general / limited supervision, the Administrative Assistant provides and coordinates general office and administrative support to the department.

Employee maintains electronic and manual filing systems and records, operates equipment, answers phones, makes copies, computes data, files and provides customer service and clerical work.

Employee must be able to work well under stress and be able to handle various tasks including frequent interruptions. Courtesy, tact and diplomacy are required in daily contact with public.

Job requires mature judgment and proven ability to handle confidential, sensitive problems.

Job Responsibilities

1.Serves as the Time Attendance Clerk for the department prepares payroll including time calculation and logging the appropriate information related to payroll.

2.Administers the department’s retention of records and destruction of personnel records and other office materials in accordance with City procedures.

3.Processes Purchase Orders, invoices and pay applications.

4.Screens calls, answers routine questions, and transfers inquiry to the proper authority or department.

5.Collects statistical or other information and reviews, verifies, and corrects property records as recommended by the Hidalgo County Appraisal District.

6.Reviews, verifies, and processes Special Inventory Payments sent from Hidalgo County Tax Office.

7.Provides accurate public information to all citizens in a professional manner.

8.Originates and prepares forms, memorandums, correspondence, and out-going documents for all accounts that are serviced by a mortgage company or bank, and is responsible for processing all payments.

9.Responsible for balancing all clerk’s cash boxes, deposits and deposit recap sheets on a daily basis.

11.Maintains office administrative duties of the Tax Office.

12.Responsible for imaging of documents and organizing data files in the computer and maintaining a structure hierarchy of files for retrieval and storage purpose in the database.

13.Performs other related duties as assigned to enhance the overall operations and services of the department.

Knowledge, Skills and Abilities

Minimum Requirements - 1.Job requires an accredited high school diploma or GED equivalent and an associate degree from an accredited vocational, technical, or business college.

The associate degree may be substituted with three (3) years of City clerical related work.

2.Job requires five (5) years of related work experience.

3.Job requires a current, valid Texas Class C Driver’s license.

4.Must demonstrate strong organizational, verbal, and written communication skills.

5.Must respond to inquiries or complaints from outside organizations, customers or citizens utilizing tact and diplomacy.

6.Must be capable of collaborating with administrators, internal / external departments and staff to maintain a positive image of the division and services being provided.

7.Must be able to effectively present information and respond to questions from groups of managers, customers and the public.

8.Must be customer-service oriented, have a customer-friendly attitude and professional appearance at all times.

9.Must possess mature judgment in handling confidential matters.

10.Must be able to handle tasks in spite of interruptions, and work well under time constraints and deadlines.

11.Must have knowledge of general office software and equipment.

12.Must have the ability to prepare reports, business correspondence and procedure manuals.

Physical Requirements

1. Employee works under standard working conditions with little hazard to health or body and adequate lighting, heating, ventilation in air-conditioned office setting.

2. Employee carries and / or lifts up to 30 lbs. on a regular basis and up to 50-60 lbs. on occasion to include working with file boxes and records.

Additional Information

1. This is a safety sensitive position subject to random drug and alcohol testing.

2. Job has no direct responsibility for the direction or supervision of others.

3. Employee assumes oversight responsibilities, in the absence of the manager.

Last updated : 2024-05-10