Administrative Assistant (Street & Stormwater)

Responsibilities include supporting regular office operations, screening phone calls, and scheduling internal meetings. To be successful in this role, you should have excellent organizational skills along with the ability to prioritize tasks and meet deadlines. Ultimately, you will provide administrative support to our departments. Serve as a point of contact by linking employees, internal departments, and customers. The position requires a high degree of professionalism, confidentiality, and discretion. This position is designated among essential personnel under the City of Tyler Emergency Management Policy. This requires reporting to work during all significant weather events or emergency incidents. Direct Supervisor: Street and Stormwater Administrative Coordinator.

• Answer phones for both the Streets and Stormwater Departments and assist citizens, contractors, consultants, and other departments by submitting work orders, researching issues, and directing people to the correct department as needed. 
• Greet, assist, and direct walk-in citizens, other department personnel, and Vendors. 
• Perform general office duties including, but not limited to, copying, filing, organization, and retention of electronic and hard files, serving as records liaison for Streets and Stormwater, and mail distribution to department employees. 
• Assist with financial requisitions, direct payment requests, and purchase requisitions, as well as maintaining records. 
• Assist with maintaining systems and procedures by analyzing operating practices, utilizing computer systems and software, and implementing changes. Assist with department reports, planning documents, applications, media releases, web content, presentations, and the department's webpage and screen cloud. 
• Researches and prepares various correspondence, presentations to internal and external audiences, brochures, handouts, and educational materials. Responds to various inquiries, complaints, correspondence, and messages from the public, other agencies, City staff, and elected officials. Assist with Council Communications.
• Maintains rapport with customers, managers, and employees.  Answers technical questions and provides information to the public, employees, vendors, and internal departments. 

• Inputs, manages, and utilizes inspection and other data and communications using the City Works database and Geographic Information System (GIS). Accurately maintains data in the work order management system to track various records related to employees, work assignments, and projects. Uses computer software City Works and Microsoft Office Suite to track work requests, work assignments, and work projects; makes suggestions regarding related software upgrades/purchases. 

OTHER JOB FUNCTIONS:

• Assist the Department Manager, Foreman, and Coordinator with special projects. 
• Remains competent and current through self-directed professional reading, attending professional development courses, and attending training and/or courses as directed. 
• Performs other duties and functions as assigned, required, or directed, or which are necessary, readily apparent, or related to other duties and responsibilities. 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Planning, organizing, problem-solving, and decision-making, including flexibility and adaptability. Project research analysis, planning, and implementation skills.
• Proven work experience as an Administrative Assistant or similar role. 
• Hands-on experience with Microsoft Suite, Database management, and web applications. Proficiency with office technology and equipment, including fax machines, printers, copiers
• Knowledge of construction principles, practices, and terminology.
• Attention to detail and organization skills. Meticulous approach to administrative tasks and innovation mindset
• Establish and maintain effective working relationships with City employees and officials, representatives of outside agencies, and the general public. Communicate effectively through both verbal and written means, including conveying and following instructions and providing information to the public.
• Knowledge and adherence to all applicable State and Federal laws, local ordinances, City and Departmental policies, procedures, rules, and regulations. Knowledge and adherence to the Texas Motor Vehicle Code and other codes, laws, and statutes relating to the position.
• Endeavors to continuously improve the services provided to the citizens of Tyler. 
• Professional appearance and courteous manner. 
• Must have a strong work ethic and be able to manage time effectively to meet deadlines.
• Ability to receive, sort, and distribute mail and packages. 

 
Physical characteristics: The job requires the candidate to lift up to 20 pounds, walk up and down stairs carrying up to 20 pounds, sit for extended periods at a desk, and regularly use computers, printers, fax machines, and other common office equipment. Work is conducted primarily in an office setting but may include regular visits to job sites, the department's exterior buildings and yard, and other Departments.
 
Environmental factors: This is an essential department; all staff will be called to SERVE during storms, catastrophes, emergencies, or as otherwise needed. Job site visits can expose workers to hazards such as adverse weather conditions, noise, dust, fumes, heavy equipment, and slip, trip, and fall hazards.High School diploma or GED required.  Must have at least one (1) year of experience in an administrative role, including proficiency with Microsoft Office (Word, Excel, Outlook, Teams). Three (3) years is preferred. Will accept an equivalent combination of training (years’ experience for each year of education in addition to the required experience). Must have a valid Texas Class C driver’s license or be able to obtain it within 30 days of hire.

An associate degree or other related two-year vocational certificate is preferred.
Prior experience in a municipality or public works department is desired. 

It is the policy of the City to recruit, employ and to provide compensation, promotion, and other conditions of employment without regard to race, color, religion, sex, age, national origin, disability, genetic information or status as a Vietnam era or special disabled veteran, recently separated veteran, and other protected veteran. The City affirms that employment decisions shall be made only on the basis of a person's ability to perform the essential functions of the job. This position does require presence in the office to perform the essential functions of the job. The City shall continually review its employment practices and personnel procedures and take positive steps to assure that equality of employment opportunity in the City of Tyler, Texas is a fact as well as an ideal.

The City of Tyler will accept two years of relevant experience in place of each year of college required in the job description. Four years of relevant experience will be considered in place of an Associate's Degree, and eight years of relevant experience will be considered in place of a Bachelor's Degree. Any experience required in the Minimum qualifications is in addition to years of experience substituted for a degree.

The City of Tyler supports a policy of a drug and alcohol-free workplace. All candidates are subject to pre-employment testing, which may include, but is not limited to, Drug and Alcohol Screenings, Work Fitness Evaluation, Criminal Background Check, and Consumer Report/Credit Check.

No person under eighteen (18) years of age will be employed in any regular full-time position.

Persons under eighteen (18) years of age may be employed in temporary or regular part-time positions, if they furnish the City with a minor's release (Form 2-2) and are approved by the City Manager.

No person under eighteen (18) years of age will be employed in any position requiring the operation of a City motorized vehicle.

This posting is subject to be removed at the discretion of the department providing the position.

Salary : $19