Job Description
Department:AdministrationFLSA Status:Non-ExemptReports To:Finance Director Summary The Administrative Assistant provides comprehensive administrative and financial support to the Finance Department under the supervision of the Finance Director.This position is responsible for clerical duties, document preparation, purchasing, vendor communications, accounts payable entry, and daily cash reconciliation.The role requires attention to detail, confidentiality, and the ability to manage multiple priorities efficiently.Essential Job Functions & Other Important Duties:Administrative Support Draft and edit general correspondence, forms, and internal memos.Respond to phone, email, and in-person inquiries from the public and other departments.Organize and maintain central department files (digital and hard copy).Process incoming and outgoing departmental mail.Notarize documents for staff and public use, if certified.Financial & Clerical Support Perform daily closeout of city cash collections and prepare bank deposits.Receive and enter vendor invoices; prepare and print accounts payable checks.Assist with reconciliations of balance sheet accounts.Support preparation of documentation for annual financial audits.Prepare and file W-2s, 1099s, and other year-end financial reports.Other Important Duties:Provide backup support for administrative or utility billing functions when needed.Attend training, workshops, or meetings as assigned.Perform other duties as assigned.Maintain consistent and punctual attendance.Job Requirements Required Knowledge and Skills:Knowledge of standard business and financial office procedures.Skilled in Microsoft Word, Excel, and accounting/payroll systems.Strong written and verbal communication skills.Ability to organize, prioritize, and meet deadlines.Familiarity with bookkeeping, accounts payable, and payroll tasks.Ability to manage confidential and sensitive information.Professional and courteous in interactions with the public and colleagues.Education, Experience, and Certifications:Associate's Degree in Business Administration, Accounting, or a related field.Three (3) years of administrative and/or financial support experience, including at least one (1) year involving bookkeeping or municipal experience.Valid State of Texas Driver's License.Must pass a pre-employment drug screening and/or post-offer physical.Notary Public certification or willingness to obtain preferred.Environmental Factors and Conditions/Physical Requirements:Work is primarily performed in an office setting.Regular use of computers, phones, and other standard office equipment.May involve bending, lifting, or reaching to retrieve files or supplies.Occasional interactions with frustrated or emotional individuals.Requires prolonged periods of sitting and computer use.Job Type:Full-time Pay:$21.00 - $24.00 per hour Expected hours:40 per week Benefits:Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance Work Location:In person.