• Job Description

  Req#: 4377612
  Under limited administrative direction of the Fleet & Facilities Manager (Manager), incumbent is responsible for performing various administrative duties supporting the daily functions of the Fleet & Facilities Department (Department). Duties are varied and carried out with a high degree of confidentiality and discretion requiring independent judgement including but not necessarily limited to typing, filing, greeting the public, answering phones, providing general information, coordinating meetings, assisting in budget development, purchasing, administrative functions, production of various reports, data entry, scheduling and coordinating department travel, training and meetings, schedules, memos and notices, and conducting research. Provides excellent customer service support for the functions of the Department communicating with City personnel and the public in person, through correspondence, and via telephone. Position performs work under charge with a degree of latitude in independent judgment, with work reviewed by the Manager. Performs related work as required.
  
  SALARY RANGE: $21.47 - $23.12 Hourly
  ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
  
  Essential Duties and Responsibilities
  • Provides administrative support to the Fleet & Facilities Manager or their appointee(s), and the Fleet & Facilities Department to include performing administrative support functions and more complex tasks including establishing relative priorities of current anticipated workload, organizing, and conducting assignments according to deadlines, performing all clerical functions and receptionist duties including greeting the public, providing general information in a professional manner, performing data entry, filing, general work processing, tracking of information, and other similar administrative duties.
  • Prepares, composes, and distributes, as applicable, a variety of written materials to include Staff reports, memoranda, correspondence, resolutions, ordinances, summaries, annual reports, purchase orders, facsimiles, using their own initiative regarding administrative matters and general office policies for supervisor’s approval.
  • Rational independent thought process with the ability to maintain utmost confidentiality.
  • Coordinates official meetings and training events; prepares and posts agendas and minutes as applicable.
  • Sets up and maintains office systems including file maintenance of various records, files, forms and/or related department materials and documentation received, reviewed, prepared, and/or distributed.
  • Will act as a liaison to the Finance Department to ensure the Fleet and Facilities Department budget line items are managed and reported periodically.
  • Budget: Creates and monitors office supply and training accounts.
  • Monitors Fleet and Facilities receipts, purchase orders, and encumbrances against budget and resolves any budget discrepancies.
  • Reviews purchase orders and invoices for accuracy, cross-references relevant documentation, resolves discrepancies, processes purchase orders and invoices for payment.
  • Reconciles all purchasing card statements.
  • Administrative Duties: Creates and tracks requisitions for purchase orders.
  • Makes travel and training registrations and arrangements; completes required forms for Department staff and distributes such accordingly.
  • Develops and maintains effective customer service skills for communications with co-workers, customers, and the public in general.
  • Responsible for ordering office materials and supplies to maintain sufficient inventories.
  • Distributes office mail.
  • Planning and scheduling of maintenance plan.
  • Plans and constructs capital projects in software program.
  • Creates work orders in system, monitors progress, ensures accuracy of data, and closes out on completion.
  • Creates service requests, schedules fleet appointments, additions and retirements of Fleet and Facilities assets, tracks, and logs maintenance.
  • Key Performance Indicators (KPIs) Financial Analysis: Conducts price analysis on equipment in system.
  • Prepares savings reports on projects, reviews and maintains financial reports for KPIs.
  • Does project comparison analysis for internal services vs contract services.
  • Manages division correspondence, assists in transcription of emails/mailings, answers phone, directs calls, and assists with customer service.
  • Manages processing, tracking, and evaluation of time and attendance entries in system.
  • Uploads documentation in to Record Retention Program.
  • Performs various errands such as delivery and pick up of documents and mail from City Hall.
  • Adheres to the City of Bastrop safety guidelines and practices at all times and in all situations; maintains a clean and safe work area, office, field site, and vehicle if applicable.
  • Maintains strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents.
  
  Other Duties:
  Maintains regular attendance; leave scheduled should be managed as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines.
  
  Emergency Management:
  Participates with Emergency Management when the need arises with the duties assigned. EDUCATION TRAINING AND EXPERIENCE
  
  • High school diploma or GED; supplemented by a minimum of three (3) years progressively responsible administrative and financial support experience that demonstrates the ability to function with considerable independence.
  • College level course work in advanced office support functions is preferred; or an equivalent combination of education, training, and experience.
  • Experience specific to the Fleet & Facilities industry is preferred but not required.
  
  LICENSES AND/OR CERTIFICATIONS
  
  • Notary Public Certification in the State of Texas or the ability to obtain within three (3) months of employment.
  • Possession of a valid Texas Driver License with an acceptable driving record to be maintained throughout employment.
  • Certified Administrative Professional (CAP) endorsement or the ability to obtain within twelve (12) months of employment.
  
  Knowledge, Skills, and Abilities
  
  • Thorough knowledge of file and record maintenance principles and practices.
  • Thorough knowledge of modern office practices and procedures.
  • Considerable knowledge of relevant industry-specific software (ie. Microsoft Suite) or applications of such to a variety of functions within a municipal organization.
  • Working knowledge of principles of budget development and implementation.
  • Skill in both written and oral communications for effective expression of concepts.
  • Skill in keyboard tasks and summarizing and preparing memos and letters.
  • Ability to exercise sound judgment and make independent decisions in accordance with established policies and procedures.
  • Ability to establish and maintain effective working relationships with Fleet & Facilities Manager and support staff and other departments/agencies position interacts with.
  • Ability to analyze, organize and review work for efficient results and accuracy.
  • Ability to exercise discretion in matters of a sensitive and confidential nature.
  • Ability to exercise professionalism, courtesy, and tact in frequent contact with the public.
  • Ability to utilize a variety of modern office equipment, i.e., computers, copiers, facsimile machines, calculators, scanners, etc.
  • Ability to add, subtract multiply, divide, calculate decimals and percentages.
  
  PHYSICAL DEMANDS AND WORKING ENVIRONMENT
  Most tasks are essentially sedentary, with occasional standing, walking, bending, light to moderate lifting (20-50 pounds), driving a vehicle, or other restricted physical activities. Tasks may involve extended periods of time at a keyboard or workstation.
  
  Sensory Requirements:
  
  • Some tasks may require sound perception and differentiation.
  • Some tasks may require visual perception and differentiation.
  • Some tasks may require oral communications ability.
  The City of Bastrop is an Equal Employment Opportunity Employer (EEO) and values diversity in its workforce. As an EEO employer, the City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
  **********************************************************************************************************
  Employment is contingent on passing post-offer, pre-employment drug testing/physical, and criminal background investigation .

• About the company

  Main Web Portal for the City of Bastrop, Texas

Notice