Job Posting: Administrative Assistant

Position Closed 09/17/2015 Qualified applicant selected
Date Posted: 08/31/15
Close Date: Open Until Filled
Salary: DOE
Schedule: 8:00 am to 5:00 pm
Reports To: City Secretary
Summary of Position:

Work involves assisting in the administration of human resources and ensuring compliance with city, state and federal laws and regulations; assisting the Finance Department by reconciling the monthly bank statements, ensure accuracy of employee benefits invoices, backup for the Utility Department by answering phone calls and taking payments when necessary; acting on the behalf of the City Secretary in his/her absence; and assisting with various projects/grants/reports. Some evening meetings are required.

Organizational Relationships

  1. Reports to: City Secretary
  2. Directs: This is a non-supervisory position
  3. Other: Works closely with other departments and general public as needed.
Essential Duties:

Makes effective decisions without constant supervision;

Communicates effectively and courteously with the public and other city employees.

Monitors all aspects of Employee Insurance, maintains personnel and employee benefit files;

Counsels employees on medical insurance or workers’ compensation matters and processes the related paperwork;

Coordinates the administrative processing of applications for employment, new hire orientation, and employees leaving employment with the City;

Assists in the planning, development, and implementation of human resources policies and procedures, organizational methods, and job descriptions;

Prepare for and perform open enrollment for employee benefits;

Reviews and processes requests for personnel actions, ensuring conformity to agency, state, and federal regulations;

Completes human resources-related surveys and questionnaires;

Reconcile monthly bank accounts by the 5th business day;

Prepares bond payments, transfers, support documentation, and tracks banking transfers by Tuesdays of each week;

Annually assist the TML Auditor with the payroll/workers compensation audit;

Compiles and analyzes wage data;

Ensures accuracy of the benefit invoices;

Prepares and assists with the personnel budget;

Answer a multi-line telephone, directing calls to the appropriate personnel, providing information, and/or taking messages when appropriate;

Assists the Utility Department with collections, daily closeouts, billings, reports, communications, all to cover any staffing level shortfalls;

Maintains official city records ensuring accuracy and ease of retrieval, proper storage, and appropriate disposition of schedules and actions;

Provides secretarial and administrative support for City Secretary and City Manager by drafting and revising reports and correspondence; and

When necessary will act in the capacity of the Acting City Secretary when the City Secretary is unavailable.

Other Important Duties:

Attends training as approved by supervisor;

Maintain updates to the City Manager, City Secretary, Human Resource, and Finance webpages;

Conducts periodic audits of human resources activities to ensure compliance with policies and procedures;

Prepares, post agendas, and take minutes to assist Ingleside Development Corporation, Ingleside Local Development Corporation, Tax Increment Reinvestment Zone #1;

Coordinates the City Manager, City Secretary, Assistant City Manager/Finance Director and City Council travel arrangements;

Assists with the processes and maintaining of Purchase Orders, office inventory and equipment, including ordering of supplies and payment requests for City Council, City Manager, City Secretary, and Economic Development budgets; and

Attend Emergency Management meetings and be trained to assist with EMC duties as necessary.

As needed:

Assist City Secretary with City Council agendas/meetings, preparation of and conducting municipal general and special elections, and the official City Council minutes, ordinances, resolutions, and other related business to maintain official city records including Notary Public Services;

Assist the Records Retention Officer, coordinating retention and destruction of records as necessary;

Assist with processing and tracking of grant funds and documentation as necessary; and

Performs such other duties as required.

Job Requirements:
Required Knowledge, Skills, and Abilities

Knowledge of: personnel practices and procedures; Knowledge of the principles and practices of human resource management.

Skill/ability to:

Operate a variety of modern office machines and word processing equipment; maintain accurate records of official city business; prepare records, reports, and correspondence neatly and professionally; establish and maintain effective working relationships with co-workers; apply correct oral and written English; maintain clerical records and files with precision and accuracy; maintain a calm attitude and accurate work habits during stressful interactions with the public both in person and over the phone; and follow complex instructions.

Acceptable Experience and Training:

Graduation from a standard senior high school or equivalent, experience in executive secretarial work is generally preferred. Bilingual and education or experience in Human Resources and/or Finance a plus. Experience and post-secondary education may be substituted for one another.

Certificates and Licenses Required:

A valid Texas driver’s license or available alternate means of transportation

How to apply: Download an application here , or

Applications may be obtained from and submitted to Human Resources City of Ingleside, 2671 San Angelo Street, P.O. Drawer 400, Ingleside, TX 78362, telephone 361-776-2517, or email at

Applications will be accepted until the position is filled. Do not send resumes without an application. Resumes submitted without a City of Ingleside application will not be considered.

For More Information: Contact Human Resources Dept. at 361-776-2517.