Salary: $20.25 - $25.40 HourlyLocation : Anna, TXJob Type: Full-TimeJob Number: REQ00043Department: City SecretaryOpening Date: 12/05/2024FLSA: Non-ExemptThe City of Anna, Texas is an Equal Opportunity Employer. DESCRIPTIONThis neighbor-facing role plays a crucial part in enhancing the community and ensuring compliance with local regulations by fostering positive relationships with stakeholders and maintaining the efficiency of the office.Provides support to the division and senior staff including handling correspondence, distributing mail, writing memos and letters, making copies, managing the flow of information for the department, overseeing purchasing and accounts payable tasks, utilizing computer programs and software, generating, and distributing reports for the department and processing purchase orders. Performs customer service functions and assists customers by providing timely, helpful, and accurate information in a professional manner. EXAMPLES OF DUTIES
- Oversee and assist staff with administrative and technical duties in the daily operation and management of the department.
- Maintain records and update databases, spreadsheets, billing records, personal information, records, and files. Serve as the Records Liaison Officer for the department's Records Management Program.
- Process Public Information requests for the city using GovQA.
- Process applications, permits, forms, and other documentation pertaining to programs, projects, or services of assigned department.
- Review incoming documentation to ensure accuracy and completeness, provide information regarding program requirements or issues to customers and forward documentation to appropriate personnel for action/processing.
- Create, maintain, and update departmental databases and files including receiving departmental forms/applications and entering data into computer database, updating status of data in computer, and generating computer reports.
- Perform data entry functions by keying data into computer system. Enter, retrieve, review, or modify data in computer database and verify accuracy of entered data and make corrections.
- Type, prepare, transcribe, proofread, and/or complete various forms, reports, correspondence, logs, lists, schedules, or other documents.
- Maintain a file system of various files/records for the division, prepare files, organize documentation, and files documents in designated order; retrieve/replace files; shred/destroy confidential or obsolete documents in accordance to State Law.
- Process forms and receipts for employees travel and training, answer calls for the City and help neighbors with questions, scheduling of calendars, organizing meetings, and tracking assigned projects. Completes various clerical functions by compiling and verifying report data; maintaining files; completing photocopies; answering and directing phone calls; providing answers when knowledgeable; tracking complaints, issues, and concerns; and producing and submitting correspondence, and assemble.
- Create requisitions and process P-Card payments in Incode.
- Scan and document records in Laserfiche.
- Act as backup coverage for other employees or division as needed. Comply with written City policies and procedures.
- Conduct routine inventories of office supplies and places orders for restocking of items needed.
- Perform customer service functions in person, by phone, email, and by mail including providing information/assistance regarding City, department, or division services, procedures, documentation, fees, or other issues, and assemble and/or distribute forms, or other documentation as requested. Respond to routine questions or complaints.
- Post/update departmental information on City/departmental web page, bulletin boards or other locations.
- Perform any other related duties as required or assigned.
TYPICAL QUALIFICATIONS High school or GED, with specialized schooling and/or on the job education in a specific skill area, e.g., data processing, clerical/administrative, and equipment operation, plus 2 years related experience and/or training, or equivalent combination of education and experience.Experience with records management software, preferably Laserfiche, is required.Will be required to obtain License as a Notary Public in the State of Texas.Must possess a valid class C driver's license.Must pass a pre-employment drug screen, criminal background check and MVR check. SUPPLEMENTAL INFORMATION ENVIRONMENTAL/ WORKING CONDITIONSPeriodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable. The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.PHYSICAL ACTIVITIESThe following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations.High diversity, low physical. Work activities which allow for considerable amount of diversity as an incumbent performs a variety of tasks. Such tasks might be performed from a given work area, or the individual may move about physically in performing a variety of duties.While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel, reach with hands and arms, talk, or hear; regularly required to walk; and frequently required to stand; occasionally required to climb or balance, stoop, kneel, crouch, or crawl, taste, or smell. The employee must occasionally lift and/or move up to 25 pounds.We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.To learn more details, visit our