Executive Administrative Assistant - Finance

Are you a highly organized professional with strong financial and administrative skills who enjoys serving the public and making a meaningful impact in your community? The City is seeking a detail-oriented and customer-focused individual to join our Finance Team as the Executive Administrative Assistant.

Under the direction of the Finance Director and Assistant Finance Director, this position provides administrative, accounting, and customer service support essential to the department's daily operations. The successful candidate will perform a variety of financial and administrative duties requiring a high degree of accuracy, organization, professionalism, and confidentiality.

Responsibilities include assisting the public, processing financial transactions and vendor payments, maintaining records and departmental information, supporting agenda preparation, coordinating vendor and claims administration, reconciling financial data, and assisting with cemetery-related administrative functions as needed. This position plays a key role in ensuring the efficient operation of the Finance Department and the delivery of quality service to City staff, residents, and business partners.

The ideal candidate will possess strong organizational and communication skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced municipal environment.

Primary Essential Duties and Responsibilities:

• Maintaining financial integrity of the City.
• Serve as the primary customer service contact for the Finance Department by assisting residents, vendors, and City staff in person, by phone, and via email.
• Provide administrative and financial support to the Finance Director and Assistant Finance Director, including scheduling, correspondence, meeting coordination, and special projects.
• Maintain the integrity and accuracy of financial records through accounts payable processing, invoice verification, reconciliations, and data entry.
• Administer City purchasing and vendor management processes, including vendor setup and maintenance, purchase order processing, and policy guidance to departments.
• Manage departmental credit card reconciliations and expense documentation.
• Assist with the preparation of City Council agenda memorandums and supporting documentation.
• Process and distribute departmental mail, correspondence, and records.
• Track and reconcile construction project expenditures and payment applications.
• Coordinate property damage claims, maintain insurance records, and manage vehicle titles and registrations.
• Respond to Public Information/Open Records Requests in accordance with applicable laws and timelines.
• Assist with cemetery administrative operations, including customer service, records management, plot sales, permit issuance, and board meeting support as needed.
• Maintain Finance Department content on the City website.
• Assist with payroll and accounts payable functions through cross-training and backup support.
• Compile and prepare financial and administrative information for external audits and other reporting requirements.
• Participate in emergency management activities, training, and response efforts as assigned.
• Deliver exceptional customer service while maintaining professionalism, accuracy, and confidentiality.
• Perform other related duties as assigned.

Education, Training and Experience:

• High school diploma or GED required.
• Minimum of two (2) years of progressively responsible administrative and financial support experience, preferably including accounts payable, reconciliations, and records management; or
• An equivalent combination of education, training, and work-related experience that demonstrates the knowledge, skills, and abilities necessary to perform the essential duties of the position with a high degree of independence may be considered.
• Advanced office experience and computer skills are a must.

• Knowledge of accounts and record maintenance, accounts payable, payroll processing, general ledger and financial recordkeeping principles and practices.
• Knowledge of office administration practices and procedures including coordinating, planning, and scheduling.
• Proficiency with Microsoft Office Suite applications, particularly Excel and Word.
• Strong organizational, analytical, and problem-solving skills.
• Ability to maintain accurate records and process financial information with a high degree of attention to detail.
• Ability to communicate effectively, both verbally and in writing.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to establish and maintain positive working relationships with employees, vendors, elected officials, and the public.
• Ability to provide compassionate and professional customer service, including interactions with cemetery customers and families.

Work is primarily performed in an office environment and involves extended periods of sitting, computer use, and data entry. The position may require occasional standing, walking, bending, lifting up to 20 pounds, driving, and limited outdoor work. Exposure to weather conditions, dust, pollen, and other environmental factors may occur during field visits or cemetery-related activities.

The City of Bastrop is an Equal Employment Opportunity Employer (EEO) and values diversity in its workforce. As an EEO employer, the City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

**Employment is contingent on passing post-offer, pre-employment drug testing and criminal background investigation. **