City of Brownsville
  • 29-Jul-2014 to 04-Aug-2014 (CST)
  • 251 – City Secretary
  • Brownsville, TX, USA
  • $10.4741/hour
  • Hourly
  • Full Time

The City of Brownsville offers benefits including a retirement system, sick and annual leave, and health and life insurance.


GENERAL DESCRIPTION OF CLASS:

Provide administrative and secretarial support to the department and/or division. Responsible for document preparation, data entry, attending board or committee meetings, prepare minutes, keep records, assisting with special projects, responding to public requests and inquiries – by phone or in person, routing messages, scheduling meetings and/or travel arrangements and registrations, handling purchase orders and invoices, file and inventory maintenance.  Works with a general outline of work to be performed, develops work methods and sequences under general supervision.

ESSENTIAL TASKS:

Administrative Duties: 

Prioritizes assignments and deadlines to maintain timely and accurate completion of assigned work.  Logs incoming requests for information and responds as necessary, files and/or scans executed City contracts and other municipal documents. Creates, revises and edits correspondence and documents such as memos, letters, invoices, reports.  Attends board/committee or city commission meetings as needed. Takes notes and prepares draft meeting minutes for City Secretary's / Attorney's review.  In consultation with City Secretary or City Attorney, may prepare meeting agendas. May prepare and maintain purchase orders and invoices for payment. Updates and maintains City boards/committees appointments listing.  May update department webpage. May interpret City codes, ordinances and resolutions and scan/index same.   Makes appropriate decisions regarding assignments and consults with City Secretary, Administrative Supervisor, or co-workers, as applicable. Able to work in fast-paced environment with some stress to meet deadlines. Attend to board meetings, sometimes after hours. Occasional out of town trainings. May assist in payroll timesheet preparation and process leave requests using assigned computer program. Responds to customer inquiries and requests (phone, email, fax, in person) and assists with special projects.  Maintains communication with elected City officials, Department Directors, and City staff.

Accounting Functions: 

May perform accounting functions such as balancing receipts and daily ledger(s), prepare bank deposits and record payments.  In consultation with the City Secretary, or assignee, orders supplies and maintain departmental inventory.  Prepares purchase orders and prepares documentation for payment of invoices. May track department inventory and office equipment for current maintenance agreements and orders equipment-related supplies in accordance with City policy.

Mail Processing Center: 

As needed, receive, post, deliver outgoing mail to post office; distribute incoming mail.  Prepare and submit daily and monthly postage meter reports.  Maintain current postage meter rental agreement, and other documents related to the postage machine.  Tracks postage machine supplies and orders as necessary. Consult with Administrative Supervisor, or co-worker, regarding Mail Processing Center. 

Other Functions: 

Assists with coordination of City-sponsored Special Events. 

INVOLVEMENT WITH DATA, PEOPLE AND THINGS

DATA INVOLVEMENT:

Requires copying, transcribing, entering, or posting data or information.

PEOPLE INVOLVEMENT:

Requires speaking (bilingual: English/Spanish) or signaling to people to convey or exchanging information of a general nature. Tactful, clear and concise contact with staff and general public is important. Must have excellent interpersonal skills to work as part of a team and be customer service oriented.

INVOLVEMENT WITH THINGS:

Requires handling or using machines, tools, or equipment that require brief instruction, or experience such as computers for data entry, fax machines, complex copiers, telephone systems, or other similar equipment, services office machines including such actions as adding paper and changing toner.

COGNITIVE REQUIREMENTS

REASONING REQUIREMENTS:

Requires performing semi-skilled work involving set procedures, but with frequent problems.

MATHEMATICAL REQUIREMENTS:

Requires performing addition, subtraction, multiplication, and division; may calculate ratios, rates and percents.

LANGUAGE REQUIREMENTS:

Requires reading routine sentences, instructions, regulations, procedures, or work orders, writing routine sentences and completing routine job forms and incident reports; speaking routine sentences using proper grammar.  Good oral and written communication skills are important.

MENTAL REQUIREMENTS:

Requires clerical tasks requiring a wide range of procedures with intensive understanding of a restricted field, or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

JUDGEMENT AND DECISIONS:

Requires being responsible for guiding others, requiring frequent decisions, affecting coworkers, and others who depend on the service or product, works in a somewhat fluid environment with rules and procedures, but with many variations from the routine. Strong prioritizing skills and capacity for accurate work with reliable judgment is essential.

VOCATIONAL/ EDUCATIONAL AND EXPERIENCE PREPARATION

VOCATIONAL/ EDUCATIONAL PREPARATIONS:

Requires high school diploma or GED. Satisfactory completion of one year of college education in secretarial/administrative field or specialized advanced training in administrative/executive secretarial procedure, is preferred. Full computer literacy using Adobe Acrobat, Internet, Various computer programs, and document scanners is necessary. Employee is expected to attend seminars/conferences related to job responsabilities.

SPECIAL CERTIFICATIONS AND LICENSES:

Valid Texas Drivers License.

EXPERIENCE REQUIREMENTS:

Requires over one year and up to including two years in a fast-paced professional office environment utilizing executive secretarial skills, writing skills sufficient to prepare meeting minutes, dealing with professionals and the general public.

AMERICANS WITH DISABILITIES ACT REQUIREMENTS

PHYSICAL AND DEXTERITY REQUIREMENTS:

Requires sedentary work that involves walking or standing some of the time, exerting up to 10 pounds of force on a recurring basis, and routine keyboard operations.

ENVIRONMENTAL HAZARDS:

The job risks exposure to no significant environmental hazards.

SENSORY REQUIREMENTS:

The job requires normal visual acuity, and field of vision, hearing and speaking.

ADA COMPLIANCE

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 benefits including a retirement system, sick and annual leave, and health and life insurance.

This class specification should not be interpreted as all-inclusive.  It is intended to identify the essential functions and requirements of this job.  The incumbents may be requested to perform job related responsibilities and tasks other than those stated in this specification.  This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.  This updated job description supersedes prior descriptions for the same position.  Management reserves the right to add or change duties at any time.

This position is contingent upon continued availability of funds.




This position has been closed and is no longer available.
City of Brownsville

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