Title: 130 - Administrative Specialist
Organization: City Manager's Office
Department: City Manager's Office
Location: City Manager's Office - City Hall
Rate of Pay: $14.67
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Job Summary
The purpose of the Administrative Specialist is to provide administrative and secretarial support to the City Manager's Office. This role is responsible for supporting the fast-paced, prestigious City Manager’s Office, which requires a heightened level of confidentiality and tact. The City Manager’s Office provides leadership to all City departments and collaborates closely with the City's elected officials to serve the community effectively. Acute attention to detail is necessary along with a sense of urgency while providing respectful, mindful, and quality service to both the citizens of Brownsville and the City departments. The class operates within a general outline of work to be performed; develops work methods and sequences under general supervision.
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Competencies
• Citizen Value
• Ethical Practice
• Critical Thinking
• Time Management
• Attention to Detail
• Problem Solving
• Communication
• Consultation
• Global & Cultural Awareness
• Relationship Management
• Empathetic
• Confidentiality
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Key Functions/Knowledge/Skills
• Provides administrative support and a high level of customer service in writing, in person and on the phone.
• Provides logistical support for events, meetings, luncheons, and special projects.
• Provides support in maintaining a calendar of events, meetings, and leave-schedules for the City Manager's Executive team.
• Coordinates and schedules travel arrangements, such as hotel, flight, and conference registration for the Executive team and Department heads; processes expense reports and provides logistical support for all other officials.
• Interviews, screens, and refers callers; answers various inquiries personally, provides information on departmental services and functions; determines the nature of problems/complaints and refers to the appropriate department.
• Creates and prepares documents such as letters, memos, and emails; reviews and prepares documents for signatures such as contracts, agreements, and MOUs.
• Prepares and processes purchase requisitions, payment forms, payroll, and other operating reports for accuracy and conformance to policy and procedure.
• Receives, sorts, stamps, and distributes departmental mail; receives and distributes various documents and intra/inter-departmental forms.
• Orders, and verifies receipt of office equipment and supplies; maintains inventory and initiates service calls on copiers, personal computers, printers, telephones, etc.
• Maintains the records management functions for the office, ensuring proper organization, storage, retrieval, and timely disposition of physical and digital documents in compliance with policies and regulations.
• Effectively use Microsoft Office applications (Excel, PowerPoint, Word, Outlook) and Adobe Acrobat to complete daily tasks, create documents, and support team operations.
• Carries out necessary related tasks.
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Minimum Education & Experience
High school graduation or GED, plus two years of experience.
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Special Certifications & Licenses
Valid Texas Driver’s License.
Independence & Judgement
Average judgment: must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer calls 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 & Ingenuity
Greater level of knowledge when applying guidelines and interpretation of available options to non-standard situations; division goals drive priorities.
Supervisory & Responsibility
Does not supervise.
Financial Responsibility
Prepares payroll; reconciles bank accounts.
Level & Frequency of Outside Contact
Direct contact may be infrequent, but may require considerable tact and courtesy upon occurrence.
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 twenty (20) lbs. of force occasionally to move objects.
Responsibility for Equipment & Property
Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in the office.
Working Conditions
Office job, no adverse conditions.
Other Requirements
The City of Brownsville requires all employees to successfully pass a Drug & Alcohol test, a physical examination, and a Background Check.
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 offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.
The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.
Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.
The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.
Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.
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.