* An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!
Job Description
SUMMARY: Under limited supervision, performs various advanced staff support activities for the Airport Department. This level is distinguished from the Administrative Assistant classification by greater work variety, complexity and operational freedom as well as significant program administration responsibilities.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
+ Provides work direction to other department staff; sets work priorities; reviews completed work
for efficiency and accuracy.
+ Serves on behalf of a department director or other high\-ranking department staff member;
participates in the administration of various programs; makes presentations to various external
groups.
+ Performs accounts receivable activities; establishes and maintains customer accounts;
prepares billings; calculates monthly service fees; develops correspondence to address late fees
and collections.
+ Develops various financial reports for management review.
+ Prepares and/or maintains lease agreements; provides prospective tenants with space
availability and rental rates; works with the City’s Legal Department regarding lease agreements.
+ Maintains federal grant project files; prepares various staff reports for each project; ensures the delivery of documents to state and/or federal agencies; performs the filing and distribution of
pay vouchers to the City’s Finance Department.
+ Composes materials and brochures for special events.
+ Conducts surveys regarding various business topics; prepares summary reports of survey results.
+ Prepares revenue reports for budget development/administration; monitors budget expenditures.
+ Schedules staff inspections; tracks and schedules follow\-up inspections.
+ Administers various contracts; monitors activities; distributes contract documents to
contractors.
+ Processes staff payroll; balances the payroll; maintains payroll records.
+ Maintains staff personnel records; distributes, collects and updates records as needed.
+ Prepares staff reports for review by the City Council.
+ Creates requisitions for purchase orders; processes payments.
+ Fields complaints regarding City staff and/or services; ensures that follow\-up is conducted.
+ Prepares various complex reports; compiles data; provides various analyses.
+ Administers the billing process for specific City services; creates and processes work orders;
performs work order close\-outs; creates billings for services.
+ Prepares and distributes invoices for City services; closes out payments.
+ Conducts research for various projects and/or special assignments.
+ Performs dispatch duties as necessary.
+ Performs procurement and purchasing activities; creates and approves requisitions;
monitors purchase orders; researches and selects vendors; obtains vendor quotes;
negotiates costs and payment terms; interacts with vendors regarding issues or problems.
+ Participates in financial, accounting, and budgeting activities; prepares budget
transfers; records account withdrawals; resolves discrepancies on receipts and invoices; prepares
payment vouchers; oversees credit card purchases; reconciles credit card monthly statements.
+ Greets incoming residents or other visitors; determines the nature of the visit and the
appropriate response.
+ Answers incoming phone calls; provides information and/or routes calls to appropriate staff
member.
+ Receives and distributes inter\-office and postal mail.
+ Makes travel arrangements for staff; makes purchases as necessary.
+ Processes registrations; renews expired registrations.
+ Provides staff support to various committees and task forces; provides logistical
services; takes and transcribes meeting minutes.
+ Processes and/or issues permits; data enters permit information into an automated system.
+ Performs bank deposits.
+ Orders office supplies, materials and equipment.
+ Supports the relationship between the City of Galveston and the general public by demonstrating
courteous and cooperative behavior when interacting with citizens, visitors, and City staff;
maintains confidentiality of work\-related issues and City information; performs other duties as
required or assigned.
+ Employees may at any time be required to work in order to provide for the safety and well\-being
of the general public, including the delivery and restoration of vital services, in the event of an
emergency.
KNOWLEDGE AND SKILLS:
Knowledge:
+ City organization, operations, policies, and procedures.
+ City codes.
+ State and federal funding resources.
+ Principles and practices of modern office systems.
+ Records retention principles and practices.
+ Principles and practices of customer service.
+ Principles and practices of project management.
+ May require knowledge of the principles and practices of effective employee supervision.
+ May require knowledge of contract administration.
+ May require knowledge of payroll processing.
+ May require knowledge of basic bookkeeping/accounting principles and practices.
+ May require knowledge of procurement/purchasing activities.
+ May require knowledge of law enforcement operations.
+ May require knowledge of lease agreements.
+ May require knowledge of legal terminology.
+ May require knowledge of GIS mapping.
+ Business and personal computers, and spreadsheet software applications.
Skill in:
+ Handling situations requiring diplomacy, fairness, firmness and sound judgment.
+ Providing efficient customer service.
+ Multi\-tasking.
+ Time management.
+ Performing data entry with a high degree of accuracy.
+ Understanding and applying City policies and procedures.
+ Organizing and maintaining records.
+ Establishing and maintaining cooperative working relationships with all levels within the City.
+ Communicating effectively verbally and in writing.
Minimum Qualifications:
High School diploma or equivalent; AND four years of experience in advanced staff support; may require one year of supervisory or lead worker experience; OR an equivalent combination of education and experience.
LICENSE AND CERTIFICATION:
May require possession of a valid Texas driver’s license.
May require TCIC certification
May require NCIC certification.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed primarily in a standard office environment. May be required to lift and carry items
weighing up to 30 pounds. May be required to climb ladders.
Min. $22\.50/hr. ($46,800/yr.)
Mid. $28\.12/hr. ($58,500/yr.)
Max. $33\.75/hr. ($70,200/yr.)
Compensation Range
The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.
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+ ### City of Galveston
+ 409\.797\.3650Imagine yourself as an Islander living in an elegant Victorian home or on a shady, oak\-lined street on the Island’s east end, or in a home overlooking the sparkling Gulf of Mexico on the west end. There is a variety of rental property to choose from throughout the Island, from Galveston has the amenities of a larger city, but with tight\-knit small town friendliness.
Its ethnically diverse citizens have worked together to make their city better since the early days of its founding in 1836\. When faced with adversity, Galvestonians unite to solve whatever obstacles may arise. Non\-profit organizations and community groups offer a variety of volunteer opportunities regardless of your interests or desired area of service.
The Island has a multifaceted economic base with expanding job markets in tourism, the medical field, marine\-related fields, as well as other areas. Education, banking, insurance and marine industries also are job fields that contribute to the strong, diverse economy. Island life is enhanced by the absence of drive\-time traffic reports on the radio and heavy traffic delays. The major thoroughfares are rarely heavily congested, even during peak times. And it takes no more than 15\-20 minutes to get anywhere you want to go on the Island.
All this time saved driving to work and running errands can be spent enjoying Island life.