ADMINISTRATIVE ASSISTANT ENGINEERING

Job Summary:

Under general supervision, performs a variety of routine to complex administrative, clerical, and secretarial duties in support of the Engineering Department. This position provides office management support to Engineering leadership and staff, manages departmental records, processes payroll and purchase requisitions, prepares reports and Council agenda materials, and serves as a primary point of contact for citizens, vendors, and internal stakeholders. The Administrative Assistant ensures efficient departmental operations through organization, communication, and attention to detail.

Minimum Qualifications:

Education: Associate’s degree in Business Administration or related field preferred.

Experience: Minimum of two (2) years of responsible administrative or office support experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Licenses/Certifications: Valid Texas Driver’s License required.

Essential Job Functions:

• Provides customer service by responding to citizen, staff, and Council inquiries, reports, and complaints.

• Provides administrative support to Engineering staff, ensuring communication flows effectively and issues are addressed promptly.

• Prepares departmental reports, newsletters, media articles, and correspondence.

• Processes monthly, budget, usage, and personnel-related reports.

• Schedules meetings, interviews, travel, and training for department personnel.

• Records, maintains, and transcribes meeting notes and minutes.

• Serves as Records Retention Manager for departmental records in accordance with applicable laws and policies.

• Processes departmental credit card reports and reconciliations.

• Enters purchase requisitions, processes invoices, and supports financial documentation.

• Assists with preparation, research, and follow-up for City Council agenda items.

• Performs other related duties as assigned.

Knowledge of:

• Administrative and office management practices.

• Departmental organization and interdepartmental coordination.

• Municipal records management and retention requirements.

• Business correspondence and report preparation standards.

• City policies and procedures.

Skills in:

• Attention to detail in preparing reports and correspondence.

• Reading and interpreting materials related to departmental responsibilities.

• Exercising independent judgment in completing routine tasks.

• Planning, organizing, and prioritizing daily assignments.

• Learning and applying new systems, processes, and technology to improve efficiency.

Physical Demands/Work Environment:

Work is performed in a standard office environment with low to moderate noise levels. The position requires sitting for extended periods as well as standing, walking, bending, reaching, kneeling, and lifting items of moderate weight up to 25 pounds. Duties require working with a wide variety of individuals, including citizens, staff, and elected officials, and may involve managing emotionally charged or high-pressure situations with professionalism and discretion.