560 - Administrative Specialist

Job no: 492724
Position type: Full Time
Location: Brownsville
Division/Equivalent: MMT: Administration
School/Unit: General Admin
Categories: Clerical

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Title: 560 - Administrative Specialist

Organization: MMT: Administration

Department: General Admin

Location: MMT

Rate of Pay: $14.67

Job Summary

The Administrative Specialist will assist in Multimodal-Transportation service tasks by providing a high level of customer support, administrative and fiscal support. The Administrative Specialist is responsible for document preparation, data entry, assisting with special projects, scheduling meetings and travel arrangements, responding to public requests and inquiries, handling purchase orders and invoices, maintaining files and inventory, ensuring efficient and effective operation of services that are provided for the public and customers. Speak English and Spanish fluently. This position works under general supervision under the Administrative Supervisor.

Competencies

• Safety Acumen
• Self-Leadership
• Customer Service
• Communication
• Self-Awareness
• Flexible
• Critical Thinking
• Trust
• Responsible
• Ethical

Key Functions/Knowledge/Skills

• Reads, interprets and follows procedures as necessary.
• Possesses the ability to manage time efficiently to accomplish goals and tasks.
• Must be customer service oriented, have a customer friendly attitude and professional appearance at all times.
• Maintains professionalism and technical knowledge.
• Works effectively under pressure and stringent schedules and produces accurate and satisfactory results.
• Capable of working with management, internal department, other departments and staff to maintain a positive image of the division and services.
• Responds to questions from management, clients and public in a proficient manner.
• Responsible for learning bus schedules and routes.
• Communicates effectively at all levels, both orally and in writing.
• Possesses genuine interest in training and leadership of team members.
• Creates, revises, and edits correspondence and documents such as memos, letters, invoices, reports and/ or agendas.
• Prepares and processes invoices, receipts invoices against purchase order costs and quantities to reflect actual delivery status of items.
• Performs and supervises general office activities, i.e., greeting visitors warmly, data entry, filing, photocopying, faxing, scanning, processing outgoing and incoming mail, and distributing messages to team members.
• Performs accounting functions such as balancing receipts and ledgers.
• Responsible for cash handling transactions and accountability.
• Performs human resources functions such as payroll preparation.
• Responsible for reservation of Community Room events.
• Order supplies and maintains departmental inventory.
• Answers and redirects phone calls.
• Assists with special projects.
• Maintains and updates filing systems.
• Records and keeps inventory ledgers up to date.
• Performs data entry functions.
• Monitors Parking Garage Surveillance Cameras and assists with exiting gate issues for customers and coordinates with Maintenance Coordinator or Crew Leaders.
• Prepares and reconciles fuel reports.
• Counts daily bus fare revenue for deposits and ensures vault equipment is properly maintained.
• Assists in ADA eligibility process, including site visits, application review, applicant interviews, eligibility certification, file management and appeals process.
• Works with taxi companies to ensure ordinance requirements are observed. Must be familiar with city ordinances and conscious of changes to ordinances.
• Works a flexible work schedule to include weekends.
• Performs related tasks as assigned.

Minimum Education & Experience

High school graduation or GED plus two years of experience.
Knowledge in computer software and customer service preferred.

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 call 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 when it does occur.

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 20lbs. 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 office.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and 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.

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