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NEOGOV · 5 months ago

Executive Administrative Assistant - Office of the City Manager

Bastrop, TX

Full-time

Hybrid

Senior Level

$29.69/hr - $29.69/hr

7+ years exp

NEOGOV is seeking a high performing professional to join the City of Bastrop as an Executive Administrative Assistant in the Office of the City Manager. The role involves providing advanced level administrative, analytical, and management support to ensure efficient operations of the City Manager’s Office, along with enhancing customer service and managing various administrative tasks.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Coordinates operations of the City Manager’s Office in such a manner as to convey a high sense of professionalism and competence

Provides oversite for the vendor contact management process, stores and monitors contracts, tracks against metric of contract as needed

Provides administrative assistance to the City Manager and Assistant City Managers on a regular basis as needed

Receives and provides information and assistance to internal and external customers regarding programs, processes, and services

Communicates effectively and professionally with residents, staff, and other employees in person, writing, and by telephone

Maintains calendars, coordinates, and schedules meetings for the City Manager’s Office

Ensures the City Secretary has information needed to post meetings when necessary

Processes and completes detailed forms, written correspondence and reports as directed by the City Manager and Assistant City Managers

Assists the City Manager and Assistant City Manager in working with staff to respond to citizen requests

Handles all incoming and outgoing mail for the City Manager’s Office

Independently prepares correspondence, reports, research, and analytical projects as directed

Serves as a project lead on various projects as assigned

Coordinates meetings of the City Manager’s Office to include reserving room or space, room set up, food and beverage and clean-up

Creates PowerPoint presentations, Excel spreadsheets, documents, graphs, charts, and letters for the City Manager’s Office using the Microsoft Suite

Responsible for tracking analytical information for the City and City Manager’s Office to review organizational performance

Ensures the procurement of office materials, supplies, equipment, and furnishings as needed

Responsible for travel arrangements and necessary conference or meeting registrations for the City Manager and Assistant City Manager

Provides communications between the City Manager’s Office, Mayor, and City Council

Ensures the efficient and effective operation of the City Manager’s Office

Maintains local, state, and national memberships for departmental staff

Assists Departments with various projects or with financial management as assigned by the City Manager’s Office

Attends, participates, and takes notes for City Council and/or sub-committee or employee committee meetings as assigned

May represent the City Manager’s Office at various meetings to ensure the Office stays apprised of issues as they arise

Assists with the Public Information Request process when assigned

Prepares and posts notices for holidays and special events

Posts public hearing notices

Performs clerical duties related to bid proposals, i.e., distributing bid packages, maintaining bid logs, forwarding information to applicable staff/department, receiving bids; may attend bid openings as directed

Performs any other duties and responsibilities as directed

Responsible for adhering to all City of Bastrop Purchasing Policies while performing purchasing tasks

Prepares purchasing card reconciliation report for City Manager and Assistant City Managers on a monthly basis

Accurately and timely processes invoices for the City Manager’s Office

Provides accurate fiscal data in preparation of the Capital Improvement Plan and Annual Budget

Prepares travel expense reports for the City Manager and Assistant City Managers

Prepares and manages the annual budget for the City Manager’s Office or as assigned

Serves as a key member of the Emergency Operations Team during a declared emergency with the duties assigned

Qualification

Microsoft SuiteAdministrative managementNotary Public CertificationPublic sector experienceAnalytical skillsCommunication skillsInterpersonal skillsOrganizational skills

Required

Associates degree from an accredited college or university in a relevant field of study

Minimum of seven (7) years of progressively responsible secretarial/administrative work, with at least three (3) years in a managerial/supervisory office management position

Possession of or ability to obtain an appropriate Notary Public Certification in the State of Texas within three (3) months of hire

Possession of a valid Texas Driver License with an acceptable driving record to be maintained throughout employment

Extremely strong knowledge and abilities in the use of personal computers and contemporary software for the creation of reports, spreadsheets, word processing, presentations, and memos

Highly developed knowledge of contemporary administrative practices and procedures

Ability to perform functions of the position with limited direction by using his/her own judgement, requesting supervisory assistance only when necessary

Strong written and verbal communication skills are required

Utilize strong interpersonal skills to work with the executive team and various City employees on projects

Ability to maintain creativity and organization while performing essential functions

Ability to coordinate services from various sources to achieve satisfactory resolution of problems and issues while meeting deadlines

Exceptional skills in greeting and communicating with the public, Council, and staff in a pleasant and courteous manner, while maintaining a highly professional demeanor

Ability to successfully research, address, and resolve issues expressed by the community and provides feedback in a timely manner

Must have the ability to organize and prioritize work to ensure all deadlines and schedules are met

Must have the flexibility to work evenings and weekends as required sometimes without advanced notice

Ability to read, interpret, and apply laws, rules, and regulations in reference to City government

Ability to gather, analyze, and evaluate a variety of data

Ability to organize and prioritize work to ensure all deadlines and schedules are met while handling multiple competing projects

Knowledge of performance improvement tools and methods

Preferred

Substantial amount of experience in a municipal or similar public sector setting

Benefits

A generous Comprehensive Benefits package that includes a mandatory retirement plan through Texas Municipal Retirement System (TMRS) at a 7% employee deposit rate with a municipal matching ratio of 2:1 at retirement

A voluntary 457 plan

Comprehensive medical coverage

Health Savings Account (HSA)

Life insurance

Paid vacation

Paid sick leave

13 paid holidays

The City pays 100% of employee medical and dental insurance and contributes 50% to dependent coverage