• Job Description

  Req#: 3799706

  The City of Bastrop is a fantastic organization to work for, where both its customers and employees are valued. Employment with the City offers opportunities to grow personally and professionally in a dynamic environment. We are currently looking for a high performing professional to join an inclusive, energetic, fast-paced team as an Executive Administrative Assistant - Office of the City Manager.

  The incumbent in this position provides highly responsible advanced level administrative, analytical, and management support for the day-to-day operations of the City Manager’s Office. Position is responsible for providing a continuous effort to improve operations, streamline work processes, and work cooperatively to ensure a high level of customer service output from the offices of the City Manager and Assistant City Manager. In addition, this position plans, coordinates, and participates in various programs, administrative operations and activities including those having a City-wide impact. The position will also interact with the public and employees from other departments in person and/or over the telephone, researches and answers specific questions, and provides information to assist in the resolution of issues as they arise, while proactively managing daily components of the Department.

  Essential Duties and 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 contract management process, stores and monitors contracts, tracks against metric of contract as needed.
  • Provides administrative assistance to the City Manager and Assistant City Manager 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 Manager.
  • 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.

  SECONDARY FUNTIONS:

  • 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.

  MARGINAL FUNCTIONS:

  • 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.

  CAPITAL AND/OR FISCAL RESPONSIBILITY :

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

  EDUCATION TRAINING AND EXPERIENCE:

  • Associates degree from an accredited college or university in a relevant field of study preferred.
  • Minimum of seven (7) years of progressively responsible secretarial/administrative work, with at least three (3) years in a managerial/supervisory office management position is preferred.
  • Substantial amount of experience in a municipal or similar public sector setting preferred.
  • Any equivalent combination of education and experience, equivalence to be determined by the City.

  LICENSES AND/OR CERTIFICATIONS :

  • Possession of or ability to obtain an appropriate Notary Public Certification in the State of Texas.
  • Possession of a valid Texas Driver License with an acceptable driving record to be maintained throughout employment.

  KNOWLEDGE, SKILLS, AND ABILITIES:

  • 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.
  • Ability to communicate effectively (verbally and in writing).
  • 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.
  • Skill in the use of all listed tools and equipment.
  • 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.
  • Organizes and prioritizes 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 organizes and prioritize work to ensure all deadlines and schedules are met while handling multiple competing projects.
  • Strong writing skills are required.
  • Knowledge of performance improvement tools and methods.

  EMERGENCY MANAGEMENT:

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

  PHYSICAL DEMANDS AND WORKING ENVIRONMENT :

  Most tasks are essentially sedentary, with occasional walking, bending, light lifting (5-20 pounds), driving a vehicle, or other restricted physical activities. Some tasks involve some physical effort, i.e., standing and walking, or frequent moderate lifting (20-50 pounds), minimal dexterity in the use of fingers, limbs, or body in the operation of office equipment. Tasks may involve extended periods of time at a keyboard or workstation.

  Sensory Requirements:

  • Some tasks may require sound perception and discrimination.
  • Some tasks may require visual perception and discrimination.
  • Some tasks may require oral communications ability.

  Employment is contingent on passing post-offer, pre-employment drug testing and criminal background investigation . The position will remain open until filled.

  
  

  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.

• About the company

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