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Administrative Assistant

3 months ago

Odessa, United States City of Odessa Full time
Job DescriptionJob Description

Department: Keep Odessa Beautiful Reports to: KOB Executive Director

Summary: Under basic supervision, performs a variety of responsible administrative, technical support, and customer service duties, using knowledge of the operations and policies of the City and Keep Odessa Beautiful.


Essential Functions: Essential duties and responsibilities may include, but are not limited to, the following:

  • Performs administrative and technical support functions for assigned department, requiring understanding of local government operations and City services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills.
  • Performs experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, accounting, and research.
  • Maintains cleanliness of assigned department vehicle and equipment. Operates department vehicle in a safe manner.
  • Performs field surveys and inspections related to programs, activities and special projects administered by Keep Odessa Beautiful.
  • Manages special projects and program assignments, requiring knowledge of operations, policies, and procedures of the City and Keep Odessa Beautiful.
  • Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.
  • Compiles information and materials for special assignments and projects.
  • Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
  • Researches files and maintains various computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
  • Purchases and distributes supplies, and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues. Keep track of materials, equipment, shipments, incoming deliveries, and stock. Create reports and reconcile differences between physical stock and digital data.
  • Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures.
  • Arranges and schedules appointments and meetings; assists with the annual budget process.
  • Supports the divisional operations with regular and timely attendance.
  • Screens visitors and telephone calls; resolves issues and complaints as appropriate.
  • Supports the relationship between the City of Odessa and the public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.


Minimum Qualifications:

Education, Training, and Experience Guidelines: A high school diploma or GED is required, AND two years of clerical and computer experience.

Knowledge, Skills, and Abilities:

  • Policies, rules, and regulations covering specific areas of assignment.
  • City administration policies, including accounting, budgeting, purchasing, and personnel rules.
  • Operations, services, and activities performed by assigned department.
  • Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
  • Methods and techniques of researching and compiling data for reports and presentations.
  • Customer service principles, protocols, and methods.
  • Business computers and standard Microsoft Office suites software applications.
  • Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
  • Interpreting and explaining policies and procedures of assigned department.
  • Operating a telephone, fax, copy machine, computer, camera, and vehicle.
  • Researching and compiling data for reports and technical documents.
  • Dealing tactfully and courteously with the public.
  • Following verbal and written instructions and procedures.
  • Entering data with high levels of accuracy and productivity.
  • Establishing and maintaining cooperative working relationships with co-workers.
  • Communicating effectively verbally and in writing.


License and certification requirements: A valid Texas State Driver's License is required. Notary public is desired.

Physical demands and working environment: Working inside the office and in all kinds of weather conditions outdoors, after regular working hours and some weekends. The employee is regularly required to sit; use hands to operate equipment, handle or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand, walk and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.



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