Part-Time Regular Administrative Assistant - Finance

Department:

Finance

FLSA Status:

Nonexempt

Hiring Salary:

19.75-23.70

Welcome, ‘ist das Leben schön!’ (Life is good!) At the City of New Braunfels, we seek out people ready to serve the community, plan for the future, and preserve our well-renowned natural beauty. Our five Core Values serve as a cornerstone of our work: Integrity, Service, Visionary Leadership, Stewardship of Resources, and Cultural Heritage. Do our values speak to you? 

What we’re looking for: A motivated and collaborative individual to join the Finance Department.  You will continue to successfully serve the current and future needs of the New Braunfels community. Under general supervision, performs a variety of skilled administrative functions for Finance Department; provide administrative support to assigned team members; prepares various types of correspondence, reports, and documentation; maintains department records and files; conducts general accounting duties; gathers, interprets, and prepares data for studies, reports, and projects, and assists in the development of short and long- range plans.  The level of work required is considered intermediate.  Reports to department Director and/or Assistant Director.  This position does not have any direct reports. 

Benefits & Total Rewards:

Our City team members are our most valuable asset! We offer Total Rewards when you join our team.

• 2:1 match on retirement contribution
• Vacation accrual starts at date of hire – up to 89 hours annually your first year
• Get paid to stay – longevity pay on top of your regular pay after one full year
• Tuition reimbursement program
• Keep learning – professional and personal development training available

The responsibilities you’ll be trusted with:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Provides administrative support and assistance to the department and/or other designated departmental team members. 
• Performs routine as well as some complex, diverse, and confidential administrative or accounting duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices. Prioritizes and manages multiple administrative tasks and projects.
• Anticipates the needs of senior/executive management and is proactive in addressing them; uses problem solving, decision making, and analytical skills to troubleshoot, make recommendations, and take actions on data and information of mid-level complexity.  Coordinates and conducts special projects as assigned. 
• Assists City staff with projects and special events and acts as a liaison between departments.
• Provides customer service in person and via the telephone; responding to public inquiries and providing information regarding departmental policies, procedures, programs, facilities, and/or municipal services and greeting departmental/City visitors; Assists the general public with reservations and/or registrations; receives and logs service calls and/or customer complaints.
• Prepares and/or distributes correspondence, memoranda, agenda items/packets, reports, forms, and other assigned documentation; schedules meetings, appointments, and/or hearings; assists in coordinating special events or other departmental activities as assigned. Prepares responses to open records requests.
• Gathers, interprets, and prepares data from various sources for use in studies, reports, projects, and the development of short and long-range plans.
• Coordinates budget preparation and monitors budget compliance as it relates to professional development and office supplies;
• Initiates purchase orders for the Finance Department.
• Updates and maintains departmental filing systems, databases, lists.
• Monitors and maintains office supplies and equipment/parts inventories for area of assignment; orders office supplies, uniforms, name badges, and/or business cards.
• May be required to function as part of City incident command structure.
• Performs other specialized duties relative to area of assignment as assigned or required.
• Assists Purchasing Division with P-card administration.

Your areas of knowledge and expertise that matter most for this role:

Education and Experience:

• Associate degree; AND three (3) to five (5) years administrative support experience; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

• Must possess a valid Texas Driver’s License. 
• Certification as a Notary Public License is preferred.

Required Knowledge of:

• General office practices and equipment, including standard computer software applications. Possesses and applies intermediate internet skills.
• Records management principles and standards.
• Basic accounting principles and practices.
• Service oriented and flexible to meet changing business needs. Customer service standards and protocol.
• Strong written and oral communication skills. Correct English grammar, composition, spelling, punctuation, and vocabulary.
• Coordinating and performing a variety of skilled administrative functions as described under the Primary Duties section.
• Establishing and maintaining cooperative working relationships with City employees, officials and the general public.
• Maintaining and enforcing all aspects of security of confidentiality of information, documents, and records.
• Exhibits good judgment and professional etiquette.
• Ability to organize, set priorities, effectively manage time and demands, and make independent judgments.
• General finance and accounting knowledge preferred.
• City policies and procedures preferred.
• Data analyst work experience preferred.

Required Skill in:

• Microsoft Outlook and other Microsoft Suite products
• Preferred knowledge of Workday financial software

Your work environment: 

• Work is performed in a standard office environment subject to sitting, standing, bending, and reaching for extended periods of time; and must be able to pull, push, lift, and carry items weighing up to forty (40) pounds.
• Must be able to work some evenings as required for meetings.
• May be required to work immediately before, during or immediately after an emergency or disaster.
• NOTE:  This position is designated safety and/or security sensitive.

The City of New Braunfels is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, gender identity, marital status, military status, order of protection status, or any other legally recognized protected basis under federal, state, or local law.