Job Description

The Administrative Assistant provides comprehensive administrative, clerical, and customer service support to a department within the City. This position is responsible for performing a wide variety of office support duties that require knowledge of departmental procedures, policies, and City operations. The Administrative Assistant serves as a primary point of contact for internal staff, external agencies, and the general public, ensuring efficient communication, organization, and workflow. Duties may include document preparation, data entry, records management, scheduling, purchasing support, and assistance with basic financial or human resources processes. Accuracy, confidentiality, professionalism, and strong organizational skills are essential for success in this role. Duties and responsibilities may be modified at any time to meet the needs of the organization.

Job Functions

Job Functions

• Provide administrative and clerical support to department leadership and staff.
• Prepare correspondence, reports, spreadsheets, agendas, and other documents.
• Maintain electronic and paper filing systems in accordance with records retention requirements.
• Answer phones, respond to emails, and assist the public in person with inquiries and requests.
• Schedule meetings, maintain calendars, and coordinate logistics as needed.
• Process purchase requisitions, invoices, travel requests, and other administrative forms.
• Enter, update, and maintain data in departmental and City-wide systems.
• Assist with budget tracking, payroll documentation, or basic accounting tasks as assigned.
• Maintain confidentiality of sensitive personnel, financial, and operational information.
• Coordinate with other departments and external agencies as needed.
• Perform other duties as assigned.

Qualifications

• Minimum Required Qualifications
  • High school diploma or GED.
  • Two (2) years of progressively responsible administrative or clerical experience.
  • An equivalent combination of education, training, and experience may be explained in lieu of formal education.
• Preferred Qualifications
  • Associate degree or coursework in business administration, office management, or a related field.
  • Experience in a municipal or governmental environment.
  • Experience using financial, HR, or records management software systems.

Supplemental Information

Knowledge, Skills, and Abilities

• Knowledge of general office procedures, recordkeeping, and administrative practices.
• Skill in the use of standard office equipment and Microsoft Office applications.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to organize work, manage multiple priorities, and meet deadlines.
• Ability to explain policies and procedures to the public in a courteous manner.
• Ability to maintain confidentiality and exercise sound judgment.
• Physical demands include the ability to sit or stand for extended periods, perform repetitive hand motions, lift and carry up to 20 pounds occasionally, and operate a computer and other office equipment.

Work Environment
Work is performed primarily in a standard office environment with moderate noise levels. The position requires frequent interaction with City staff and the public and may involve occasional time pressures related to deadlines or public service needs.
ADA Essential Functions and Physical Requirements
This position requires the ability to perform essential job functions such as communicating effectively, operating a computer, handling documents, maintaining focus, and performing clerical and administrative tasks accurately. Mental demands include attention to detail, problem-solving, and the ability to manage interruptions.
 The City will provide reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) to qualified individuals with disabilities to enable them to perform the essential functions of this position.
Work Schedule & Emergency Response
Position may require early morning, evening, or weekend shifts. Must be able to provide services for the benefit of the general public during emergency situations that threaten the safety of League City’s citizens. Must be able to work immediately before, during, or after an emergency.
Safety Sensitive Designation
This position is not considered safety sensitive. The duties performed do not routinely involve activities that would create a significant risk of harm to the employee, coworkers, or the public if performed while impaired.
Exempt / Non-Exempt Status Explanation
This position is classified as non-exempt under the Fair Labor Standards Act (FLSA) because the primary duties involve administrative and clerical support functions that do not meet the criteria for executive, professional, or administrative exemption. The position is eligible for overtime compensation in accordance with FLSA regulations.