Job description

Job Description
THE OPPORTUNITY: The City of Brownsville is in a transformative period driven by significant public and private investments such as the expansion of the Brownsville-South Padre Island Airport Terminal, creation of a New Space City, the Port of Brownsville, Downtown Revitalization, and quality of life enhancements.
The ideal candidate for Administrative Specialist aspires to be a model of innovation, inclusion, and empowerment who enables bold people and ideas to thrive. An Administrative Specialist will be a participatory leader: a results-oriented, relationship-building, self-aware team player who also possesses high integrity and politeness, and who foster trust by building relationships with tolerance, patience, and support to provide the best value in service of the citizens of Brownsville.
The Administrative Specialist will assist in Multimodal-Transportation service tasks by providing a high level of customer support, administrative and fiscal support. The Administrative Specialist is responsible for document preparation, data entry, assisting with special projects, scheduling meetings and travel arrangements, responding to public requests and inquiries, handling purchase orders and invoices, maintaining files and inventory, ensuring efficient and effective operation of services that are provided for the general public and customers. Speak English and Spanish fluently. This position works under the general supervision of the Administrative Supervisor.

COMPETENCIES:
Safety Acumen
Self-Leadership
Customer Service
Communication
Self-Awareness
Flexible
Critical Thinking
Trust
Responsible
Ethical

ESSENTIAL FUNCTIONS & JOB SPECIFICATIONS:
Reads, interprets and follows procedures as necessary.
Possesses the ability to manage time efficiently to accomplish goals and tasks.
Must be customer service oriented, have a customer friendly attitude and professional appearance at all times.
Maintains professionalism and technical knowledge.
Works effectively under pressure and stringent schedules and produces accurate and satisfactory results.
Capable of working with management, internal department, other departments and staff to maintain a positive image of the division and services.
Responds to questions from management, clients and public in a proficient manner.
Responsible for learning bus schedules and routes.
Communicates effectively at all levels, both orally and in writing.
Possesses genuine interest in training and leadership of team members.
Creates, revises and edits correspondence and documents such as memos, letters, invoices, reports and/ or agendas.
Prepares and processes invoices, receipts invoices against purchase order costs and quantities to reflect actual delivery status of items.
Performs and supervises general office activities, i.e. greeting visitors warmly, data entry, filing, photocopying, faxing, scanning, processing outgoing and incoming mail, and distributing messages to team members.
Performs accounting functions such as balancing receipts and ledgers.
Responsible for cash handling transactions and accountability.
Performs human resources functions such as payroll preparation.
Responsible for reservation of Community Room events.
Order supplies and maintains departmental inventory.
Answers and redirects phone calls.
Assists with special projects.
Maintains and updates filing systems.
Records and keeps inventory ledgers up to date.
Performs data entry functions.
Monitors Parking Garage Surveillance Cameras and assists with exiting gate issues for customers and coordinates with Maintenance Coordinator or Crew Leaders.
Prepares and reconciles fuel reports.
Counts daily bus fare revenue for deposits and ensures vault equipment is properly maintained.
Assists in ADA eligibility process, including site visits, application review, applicant interviews, eligibility certification, file management and appeals process.
Works with taxi companies to ensure ordinance requirements are observed. Must be familiar with city ordinances and conscious of changes to ordinances.
Works a flexible work schedule to include weekends.
Performs related tasks as assigned.

MINIMUM EDUCATION:
Requires a high school diploma or GED.

MINIMUM EXPERIENCE:
Requires a minimum of one (1) year of office or customer service related experience.
Extensive knowledge in computer software and customer service preferred.

SPECIAL CERTIFICATIONS AND LICENSES:
Valid Texas Driver"s License

PHYSICAL REQUIREMENT:
Performs light work that involves walking or standing most of the time and involves exerting 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation electronic office machines or tools within moderate tolerances or limits of accuracy.

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

ADA COMPLIANCE:
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 participates in a generous retirement plan with retirement opportunities available at 5 or 20 years of continuous service. The City has an exceptional employee and family medical and dental insurance plan. Employees may also contribute to deferred compensation plans from AXA Equitable or supplemental insurance plans from AFLAC and Colonial Life. Full time employees have an appealing leave plan of sick and annual accumulations totaling 10 days each year. Additionally, the City of Brownsville observes 12 holidays annually.

EEO STATEMENT:
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.
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time to develop our employees. This description reflects management's assignment of essential functions; it does not prohibit or restrict the tasks that may be assigned. This job description is subject to change at any time.

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