Executive Clerk

I. JOB SUMMARY:

Provides high-level administrative and clerical support to the City Manager and Executive Department staff. This position requires the ability to work effectively under pressure, manage multiple priorities, and remain productive despite frequent interruptions. The Executive Assistant must demonstrate courtesy, tact, and diplomacy in daily interactions with the public, City staff, and external agencies.

Works independently, maintains a high level of organization, and handles sensitive and confidential information with discretion. Responsibilities include performing complex and time-sensitive administrative functions, assisting with financial processing, and preparing purchase orders and payment documentation. This position involves frequent contact with all levels of City employees, outside agencies, and the general public. The position does not include supervisory responsibilities. Other duties are performed as assigned by the department head or supervisor.

II. EDUCATION & EXPERIENCE REQUIREMENTS:

· High school diploma or GED required.

· Minimum two years of college or specialized training from a business or secretarial school or three to five years’ experience in an administrative or executive office.

· Minimum two (2) years’ experience with office/clerical procedures.

· Must be able to type 50 wpm with accuracy and have good filing skills.

· Must be proficient in working with personal computer and general office equipment.

· Must have knowledge of Microsoft Word, Excel, Internet, and E-mail.

· Must be able to communicate proficiently in the Spanish and English language.

III. EMPLOYMENT REQUIREMENTS:

· Applicant will be subject to a complete background investigation. Incomplete inaccurate and/or failure to report information will cause the applicant rejection from consideration.

· Applicant must take and pass pre-employment screenings which include a drug and physical screening, administered by the City of Mission at the City’s expense.

· Applicant must have a current valid class “C” driver license issued by the Texas Department of Public Safety with no more than two (2) moving traffic violations within the past two (2) years.

IV. SKILL ABILITY REQUIREMENT:

· Ability to adhere to established work schedule and follow direction from supervisors.

· Ability to understand and carry out oral and written instructions with minimal supervision.

· Ability to perform routine, detailed, and accurate sensitive work.

· Ability to manage a wide variety of tasks and responsibilities efficiently without loss of productivity.

· Ability to maintain, prepare, and manage complex records while ensuring confidentiality and compliance with established procedures.

· Ability to work independently and manage multiple priorities with minimal supervision while meeting deadlines and performance expectations.

· Ability to handle public relation matters and citizen inquiries with professionalism, courtesy, and tact.

· Ability to establish and maintain effective working relationships with City staff, auxiliary departments, elected officials, and the general public.

· Ability to read, understand, and apply written materials such as safety rules, City policies, and procedural guidelines.

· Strong organizational, communication, and time-management skills.

V. ESSENTIAL JOB FUNCTIONS:

· Provide direct administrative support to the Executive Office, including calendar management of meeting rooms, document preparation and meeting coordination.

· Prepare/set-up for meetings requiring refreshments i.e. coffee, food

· Answer and screen telephone calls, to expedite response.

· Receive incoming calls, messages and route to appropriate staff.

· Address concerns of City of Mission residents, determining routing of inquiries to resolve issues at hand.

· Maintain general files, prepare correspondence, memorandums and reports, and distribution of such.

· Maintain copy machine filled, call for repairs and supplies as needed.

· Procure travel arrangements and expense reports.

· Order office supplies.

· Process, review and distribute mail within the department

· Prepare purchase orders, city forms and documents for signature or approval.

· Maintain petty cash box.

· Assist with TimeClock Plus payroll portal, when needed.

VI. NON-ESSENTIAL JOB FUNCTIONS:

· Assist other departments with organizing special events.

· Deliver/pickup items, supplies as needed.

· Assist in and attend community/special functions coordinated through the City.

· Undertake assignments/projects assigned by Administration Staff.

· Assist the Executive Assistant to the City Manager with any projects or administrative/clerical duties as well as accounts payables.

VII. EQUIPMENT/MATERIALS: General office and safety equipment/materials to include but not limited to the following:

· Personal Computer, Copy Machine, Telephone

· Fax Machine, Ten Key Calculator, City Vehicle

· Printer , Keyboard, Mouse

· Postage Meter, Manual hole puncher, Stapler, ruler, paper cutter

· Computer software, CD’s

· Pens, pencils, highlighters,

· Personnel Policy Manual

VIII. MANUAL DEXTERITY:

Both fine and gross hand manipulation are required to perform essential job functions. Gross hand manipulation is utilized to grip a series of files and reposition a keyboard to different computer stations and transport binders, books, storage boxes, chairs, and boxes of paper to storage or printing areas. Fine finger dexterity is required to handwrite notes, fill out forms, type reports, letters, and memos, input data in computer, and document information needed for day-to-day tasks.

Pay: $12.88 - $15.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person