Administrative Services Specialist

JOB SUMMARY:

Under general direction from the Assistant to the City Manager, the Administrative Services Specialist is a non-supervisory role that performs a wide variety of responsible and complex administrative support functions for the City of Burnet. Tasks assigned may support and require coordination of multiple City departments. This position requires strong communication and organizational skills and has frequent contact with a variety of individuals, including but not limited to, employees, council, outside vendors, and the general public. This position requires a variety of administrative tasks including communicating via phone, email, and/or in-person; document creation, editing, filing, scanning, or copying; creating and maintaining reports; supply ordering, and other related tasks. This position may assist with management of Burnet Municipal Airport.

ESSENTIAL JOB FUNCTIONS:

• Ensure the smooth and efficient operation of the department to which assigned as it relates to administrative duties; disseminate information to appropriate personnel; direct workflow and ensure compliance with department guidelines, policies and procedures.
• Serve as a member of the administrative team; participate in problem solving on various issues to enhance the City's efficiency and operation.
• Develop, manage, and update content across the City's website and social media platforms, ensuring timely, accurate, and engaging communication that aligns with the City's goals and public messaging.
• Create and implement marketing strategies and campaigns promoting City events, programs, and services, while consistently monitoring and analyzing digital engagement to improve outreach and community involvement.
• May be required to assist with grant writing and grant administration activities, including preparing supporting documentation, compiling required data, tracking deadlines, maintaining grant files, coordinating with departments and outside agencies, and completing required reporting and compliance documentation.
• May be required to assist with airport management and administration, including coordinating airport-related records, leases, projects, communications, agenda items, grant documentation, and coordination with airport staff, tenants, consultants, and outside agencies.
• Provide information regarding departmental policies and procedures to various City departments and to citizens, community leaders, members of boards and commissions, City Council, etc.
• Preparation and distribution of staff reports for Council agenda items, documentation, preparation and annual updates for various plans of the City.
• Perform a variety of delegated tasks and projects of a general nature related to City operations.
• Document findings; may perform analysis of findings, prepare reports, and other illustrative materials as required by gathering a variety of factual and/or statistical data.
• Coordinate special projects as assigned.
• Coordinate and/or performs general office duties such as ordering supplies, maintaining a filing system, and answering and routing phone calls.
• Coordinate meetings and prepare related materials.
• Operate a variety of office equipment.
• Communicates effectively to exchange information and coordinate activities or programs.
• Maintain a calendar of activities and events as assigned; coordinate activities with other City departments, the public and outside agencies.
• Explain and disseminate information concerning agency programs and procedures.
• Respond to inquiries regarding City of Burnet regulations, policies, and procedures.
• Compile and edits data in charts, graphs, and databases, and prepare summaries or reports.
• Attend a variety of meetings and may prepare minutes.
• Demonstrate high ethical standards, trustworthiness, and personal integrity.
• Regular and punctual attendance is required.
• Perform other duties and assist other departments as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of and ability to apply applicable Federal, State, and Local laws, ordinances, regulations, resolutions, codes, and policies that are related to the functions of the position.
• General knowledge of the functions and activities of all City departments.
• Knowledge of office practices and administrative procedures.
• Knowledge of digital marketing strategies, content management systems, and social media platforms.
• Working knowledge of the principles and practices of public administration.
• Knowledge of, and ability to apply correct business English and spelling.
• Proficient knowledge in document retention and records management principles and practices.
• Knowledge of, or ability to learn, grant application, administration, reporting, and compliance processes.
• Knowledge of, or ability to learn, airport operations, airport administration, lease management, project coordination, grant processes, and applicable federal, state, and local requirements related to municipal airport management.
• Ability to communicate effectively with all customers, staff, council members, and the public.
• Ability to implement new administrative systems and procedures and evaluate effectiveness.
• Ability to establish and maintain effective working relationships with City officials, other City employees, representatives of other governmental agencies, the media, and the public.
• Ability to utilize a variety of office equipment, including but not limited to, copier, scanner, fax machine, and computers or laptops.
• Ability to operate a variety of computer software to complete the duties of the job.
• Ability to type accurately at a speed of at least 50 words per minute with a high degree of accuracy.
• Ability to maintain clerical records and files with accuracy and precision.
• Ability to coordinate and meet specific deadlines for records, postings, or other related items based on regulations.
• Ability to understand and follow instructions both verbally and in writing.
• Ability to communicate effectively, both verbally and in writing.
• Ability to perform tasks effectively and efficiently.
• Ability to present a professional appearance and conduct when representing the City.
• Ability to work cooperatively and productively with supervisor, individuals, co-workers, and groups of persons at all levels of activity, contributing to a strong spirit of teamwork.
• Ability to self-initiate and stay on task.

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or its equivalent is required.
• 2-3 years' experience in administration/office management.
• Bachelor's degree in business administration or related field is preferred, but not required.
• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
• Valid Texas motor vehicle operator's license or available alternate means of transportation.
• Notary Public certification, or ability to obtain within one (1) year.

WORK ENVIRONMENT & PHYSICAL ABILITIES:

The physical demands and work environment described here are representative of those that may be encountered by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-15 pounds). Occasional lifting of weight up to 25 pounds may occur. Tasks may involve extended periods of time at a keyboard or workstation. Work is performed in usual office conditions with rare exposure to disagreeable environmental factors. Some tasks require visual abilities. Some tasks require oral communications ability. Physical requirements include visual acuity, speech, and hearing; hand and eye coordination and manual dexterity necessary to operate computer keyboard and basic office equipment. Subject to sitting and standing to perform the essential functions. Working conditions are in an office environment. The essential functions of this position require the use of a computer, various software applications, office equipment and phone. Occasional exposure to unpleasant or stressful customer interactions.