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Job Description
Summary
Minimum Starting Salary is $19.63 per hour depending on qualifications
The City of Waco Seeks:
An energetic, customer service-driven individual with critical thinking and problem-solving skills to join our team. As an Administrative Specialist for the City Secretary's Office, you would apply your administrative support skills, multitasking experience, and prioritizing skills daily while assisting employees, visitors, and City Council members. Knowledge of City operations and the ability to problem-solve various situations promptly with minimal supervision will be crucial to your success. If this sounds like an exciting career for you, apply now!
Minimum Qualifications
Required:- H.S. Diploma Or GED
- Three years of clerical or customer service experience
- Associate's Degree In Applied Sciences, Business Administration, Human Resources, Marketing, Business Management Technology, or a related field may be substituted for the required experience.
- Texas Driver's License
Position Overview Under supervision, performs complex office clerical and administrative support functions for City staff and provides customer services for the general public and the City Council; enters and retrieves data in automated records management systems; provides information within scope of authority.
Position Responsibilities- Performs basic clerical and administrative duties in accordance with Department procedures and City policy, including data entry, record keeping,basic accounting, preparing and processing documents, and maintaining files; makes and distributes copies; processes mail, documents, correspondence, invoices and other materials; duties may vary according to job assignment.
- Assists with city councilmeetings as needed,both during the workdayand in the evenings.
- Provides customer service, information, and assistance to visitors and others having business with the City; responds to requests for information within the scope of authority; assists customers with requests, varies permits and applications and other documents.
- Processes and maintains a variety of electronic and paper files, records, reports, and documents; processes forms, records, and files; queries system databases and spreadsheets as requested by authorized persons; collects statistical data, and compiles data for reports.
- Answers incoming telephone calls and directs the caller to the correct person or work group or takes and relays messages as appropriate; coordinates and schedules meetings and appointments as requested; cross-trains in other administrative support duties as needed.
- Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software and City Web Page.
- Conducts research, compiles data and prepares reports and Proclamations for consideration and presentation by Council, Executive Team, and City Secretary
- Attends meetings to record minutes or assist public and/or staff meetings.
- Reads and analyzes incoming memos, submissions, and reports to determine their significance and plans their distribution and response.
- Files and retrieves official City documents, records, and reports.
- Makes travel arrangements for City Secretary and City Council.
- Prepares and posts agendas and makes arrangements, such as coordinating catering for luncheons, committee, board, and other meetings as needed. Manages and maintains the city Secretary and City Council schedules.
- Trains other clerical staff and arranges for employee training by scheduling training or organizing training material.
- Explains administrative, code of ordinances, and operation policies and procedures for employees and residents.
- Posts and/or publishes public notification of all official activities or meetings as required by the Open Meetings Act.
The City of Waco offers a complete benefits package for eligible employees including; health, dental, vision, Employee Assistance Program (EAP), Flexible Spending Accounts, life insurance, long term and short term disability, retirement, deferred compensation plans, holidays, vacation, sick leave, credit union and savings bonds.
To learn more about the benefits offered, visit our Benefits page.
Why Work For Waco:- Meaningful and challenging work
- Make a difference and improve communities
- Competitive Salary and Benefits
- Full Range of Benefits, including Health, Dental, Vision, Disability, and Life Insurance
- Mandatory TMRS Retirement Plan with a 2:1 City Match
- Education Assistance Program
- Paid Parental Leave
- Employee Assistance
- Longevity Pay
- And More!
Closing Date/Time: 1/26/2025 11:59 PM Central -
ABOUT THE COMPANY
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City of Waco
Show moreWaco is centrally located in the heart of Texas on the I-35 corridor midway between Dallas-Fort Worth and Austin. This progressive and diverse city with a vibrant community spirit offers major attractions, museums, recreation, and abundant shopping to more than 140,000 residents. Waco is the 25th largest city in Texas and the county seat of McLennan County.
Waco is not only briming with Texas history, economic opportunity, and a rich variety of cultural experiences, it is also a major seat of high learning within three major colleges in its city limits including Baylor University, Texas State Technical College and McLennan Community College.
The city is also the birthplace of Dr. Pepper, the Texas Ranger Hall of Fame Museum and the Texas Sports Hall of Fame. Waco boasts one of the biggest and best municipal parks in Texas, Cameron Park. While the park is located in the middle of downtown situated on the Brazos and Bosque River it hosts numerous races, triathlons, boat races and much, much more.
Governance and Organization
Waco is a home rule city with a council-manager form of government. The City Council is comprised of a Mayor, elected at-large, and five City Council members representing single-member districts, all serving two-year terms. The City Council sets the tax rate, approves the budget, appoints members to City boards and commissions, enacts City ordinances, and appoints the City Manager, City Attorney, City Secretary, and the Municipal Court Judge.
The City has a strong Financial Management Policy that guides the operation and delivery of quality City services, contributes to excellent AA+ and Aa1 bond ratings, and maintains an unassigned fund balance reserve in the General Fund equal to 28% of current year budgeted expenditures. The City of Waco has more than 1,600 employees and a total operating budget of over $400 million.
The City provides a full range of municipal services including a regional airport, animal services, building inspections, code enforcement, convention and visitors bureau, emergency management, housing and community development, economic development, fire, public health, library, municipal court, parks and recreation, planning, police, public works, Texas Ranger Hall of Fame Museum, utilities and zoo operations.
The City Council and City Manager are committed to the mission of providing exemplary municipal services for citizens and visitors in a collaborative and transparent manner while honoring the public’s trust. Waco values include providing excellent and innovative services, promoting equality and inclusion, focusing on teamwork, investing in people and always doing the right thing.
With the City of Waco, you will find our home; where everyone belongs and thrives as move forward together.
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