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Title: 231 - Administrative Specialist

Organization: OD&HR

Department: Org Developmnt & Human Resources

Location: OD&HR

Rate of Pay: $14.67

Job Summary

The purpose of the Administrative Specialist is to provide administrative and secretarial support to OD&HR. The class is responsible for document preparation, assisting with special projects data entry, responding to public requests and inquiries, scheduling meetings and/ or travel arrangements, handling purchase orders and invoices, file and inventory maintenance. The class provides supporting role for new employee onboarding process, benefit set up, and benefit deduction set up and maintenance. The class works within a general outline of work to be performed; develops work methods and sequences under general supervision. Performs with a sense of urgency as a self-starter with the ability to work independently, effectively managing and completing assigned tasks with minimal supervision.

Competencies

• Citizen Value
• Ethical Practice
• Critical Thinking
• Time Management
• Problem Solving
• Communication
• Consultation
• Global & Cultural Awareness
• Relationship Management
• Empathetic

Key Functions/Knowledge/Skills

• Proficient in MS Office software.
• Supports with new employee onboarding process.
• May perform data entry including benefit deductions.
• Maintains employee benefit deductions for bi-weekly payroll process.
• Assists with budget preparation and special projects.
• Performs human resources functions such as payroll preparation and processing leave requests.
• Prepares purchase orders and other invoice transactions for payment.
• Provides support with Records Management.
• Performs basic clerical functions such as writing letters and memorandums.
• Performs a variety of research.
• Orders supplies and maintains departmental inventory.
• Responds to customer inquiries and requests.
• Maintains and updates filing system.
• Receives and redistributes incoming and outgoing mail.
• Answers and redirects phone calls.
• Performs related tasks as necessary.

Minimum Education & Experience

High school graduation or GED plus two years of experience.

Special Certifications & Licenses

Valid Texas Driver’s License.
Obtain HIPPA certification within one month of employment.

Independence & Judgement

Average judgment; must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, whether there is a problem/malfunction with a piece of office equipment that needs attention, etc.; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules.

Initiative & Ingenuity

Greater level of knowledge when applying guidelines and interpretation of available options to non-standard situations; division goals drive priorities.

Supervisory & Responsibility

Does not supervise.

Financial Responsibility

Prepares payroll; reconciles bank accounts.

Level & Frequency of Outside Contact

Direct contact may be infrequent but may require considerable tact and courtesy when it does occur.

Physical Demands

Office job with little or occasional light physical effort, may require brief periods of muscular exertion, such as standing, lifting, moving, pulling, pushing, etc. Ability to exert up to 20lbs. of force occasionally to move objects.

Responsibility for Equipment & Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

ADA Requirements

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 a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.
The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.
Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.