ADMINISTRATIVE ASSISTANT

Looking for a meaningful opportunity to put your organizational skills to work? Join the City of Bellaire as an Administrative Assistant in Public Works and become part of a small, close-knit team that takes pride in serving our community. We prioritize stewardship, creativity, and camaraderie, creating a workplace where people support one another and every contribution matters. If you’re ready to make a difference while working alongside a team that values collaboration and service, we invite you to apply.

ADMINISTRATIVE ASSISTANT - PUBLIC WORKS functions include but are not limited to the following:

• Administrative Support:
  • Copy, fax, and scan documentation; order office supplies; maintain a filing system for department documents.
  • Prepare departmental correspondence and notices; attend meetings; process requests for information.
  • Maintain calendars, leave records, and oversee record retention files; assist department/division staff.
• Department and Community Relations:
  • Answer and direct telephone calls; greet visitors; assist at the front desk.
  • Respond to requests for information and resolve customer complaints.
  • Maintain communication between the Director, Assistant Directors, employees, and residents.
  • Cultivate and maintain positive relationships with vendors as well as internal departments.
• Special Projects, Budgets, and Purchase Orders:
  • Assist with special projects, schedule repairs to office equipment, and support the preparation of annual budgets.
  • Monitor expenditures and process invoices and purchase orders.
  • Prepare and maintain work orders for resident requests; dispatch the proper department based on calls.
• Meeting and Event Coordination:
  • Provide logistical support for meetings and events, including coordinating schedules, making conference room requests to City Hall, and managing the conference room calendar for the Public Works Administration Building.
• Software Implementation and Management:
  • Use tools in software for the provisioning of infrastructure, adding workflow assets, tasks, etc. in an administrative capacity within the system.
  • Continue to streamline software to maximize user experience ensuring consistency, usability and high adoption rates.
  • Provide onboarding and comprehensive training for new and existing users to ensure assimilation.
  • Compile data for Operations and Maintenance, and Capital Improvement Project prioritization and budgeting.
  • Periodically review processes and optimize.
• Organization and Time Management:
  • Maintain organization In a busy environment and meet deadlines consistently.
  • Perform multiple tasks simultaneously, including managing multiple phone lines.
• Operational Efficiency:
  • Assist with distribution of correspondence Internally and externally, ensuring timely and accurate communication.
  • Maintain cleanliness of office as well as conference room and maintain amenities for meetings to create a professional welcoming environment.
  • Provide light technical support for office equipment to ensure smooth operation and minimize disruptions to workflow.
  • Contribute to the team effort by performing other related duties as assigned

Education and Experience - An equivalent combination of education, training and experience will be considered.

• Education: High School Diploma or GED
• Experience: 1-3 years of previous relevant work experience is required.
• Supervisory: No previous supervisory experience is required.
• Certifications/Licenses: None