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Executive Assistant - Public Works

City of Live Oak
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Live Oak, TX, USA
Jun 25, 2026
Government Marketing Full-Time
Position Summary
Under the general direction of the Director of Public Works, this position performs responsible, complex, and confidential executive, technical, and secretarial duties for assigned department and staff. Maintains confidentiality of the matters, performs a variety of administrative functions for department including various record keeping activities, and assists with the coordination of City events.
 
Job Responsibilities
Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Essential duties and responsibilities may include, but are not limited to, the following:
 
  • Performs various complex and confidential administrative, technical, and secretarial support duties; orders supplies and equipment; enters various information into computer systems; maintains multiple calendars; schedules meetings and appointments and makes travel accommodations as needed; prepares and processes paperwork and other materials; sorts and distributes mail; takes meeting minutes; creates, prepares, and reviews correspondence and reports; monitors contracts; maintains various spreadsheets, logs, and files.
  • Provides support and information to internal and external customers; receives and screens visitors, calls, emails, and mail; answers phone and email inquiries; greets and directs calls and walk-in visitors; provides customers with informational brochures and flyers as needed; receives complaints and routes to the appropriate person; takes and delivers messages.
  • Prepares detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling.
  • Performs a variety of financial duties; processes invoices, deposits, and payments; provides assistance with developing, presenting, and overseeing the budget; processes payroll; codes invoices; prepares financial documents and billings; performs financial calculations; reconciles purchasing cards; utilizes information extracted from financial databases; enters new customer and vendor information; monitors petty cash, accounts, grants, and budgets; and prepares financial reports.
  • Performs various support related duties; troubleshoots office equipment issues; schedules training classes; takes inventory; trains and schedules personnel; coordinates various special projects; attends meetings, seminars, and workshops; and participates in the development of divisional policies.
  • Coordinates monthly Social Media Team planning meetings; assists with assignments; and monitors various social media platforms and sites as directed.
  • Performs other duties as required or assigned.
 
When Assigned to Police:
  • Organizes and maintains various administrative, confidential, reference, and follow up files and records for the Police Chief and Assistant Police Chief, including confidential background, training, and personnel files.
  • Assists in the Department Accreditation processes and requirements.
  • Coordinates and plans events such as Junior Police Academy, Citizens Police Academy, Coffee with Cops, Memorial functions, Honors and Awards ceremonies, large meetings, in-house training and other department functions/events held by or in the Police Department.
  • Responsible for expungements, restricted access, and petitions required by Guadalupe County, Bexar County, and District Court Judges.
 
When Assigned to Public Works:
  • Assists Recreational Manager with creation of signage, purchasing, planning, and coordination of City events. Prepares write-ups for public works section of the city newsletter, and agendas and meeting minutes for committee meetings.
  • Maintains Backflow Assembly Test Reports ensuring compliance and coordinates with various backflow testers for up-to-date licensing, calibration reports, and compliance.
 
Job Requirements
 
Knowledge of –
  • Customer service principles, practices, and etiquette.
  • Organization and function of public agencies.
  • Proper grammar, spelling, and punctuation.
  • Business letter writing and basic report preparation.
  • Basic accounting principles and practices, business arithmetic, and basic statistical techniques.
  • Pertinent Federal, State, and local laws, codes, and safety regulations.
  • Record keeping, report preparation, filing methods, and records management principles and practices.
  • Department Computer-Aided Dispatch & Administrative and records management, National and State Crime Information Databases.
  • State and local social service agencies.
  • General office policies and procedures; computers and general office equipment.
​Skill in –
  • Typing and entering data with speed and accuracy.
  • Communicating effectively both verbally and in writing.
  • Completing basic mathematic calculations.
  • Organizing work and setting priorities to meet deadlines amid frequent interruptions.
  • Displaying professionalism in all forms of communication.
  • Interpreting, analyzing, and applying federal, state, and local laws, rules and regulations related to areas of assignment.
  • Interpreting and implementing policies, procedures, technical processes and computer applications related to area of assignment.
  • Maintaining accurate records, filing systems, and technical documents.
  • Performing basic research, preparing clear and concise correspondence, reports, and statements.
  • Establishing and maintaining strong working relationships.
  • Using tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
  • Operating a computer and related software.
 
Education and Experience:
High school diploma or GED equivalent and some college level courses in business, office management or a related field and three (3) years of responsible secretarial experience involving assisting executive management or a high-level official with one (1) year of experience working in an organization handling sensitive data and confidential information; OR an equivalent combination of education, training, and experience.
 
Licenses, Certifications, and Equipment:
A valid State driver’s license is required.
Notary Public.
 
Work is performed in a standard office environment. Operates and standard office equipment such as personal computer and related software, fax machine, and copy machine.
 
Starting Salary:
$55,060 - $59,294 annually (depending on qualifications) - Step increase after successful six-month probation.
 
Benefits:
Education Assistance, Annual Step Increases, Paid Vacation, Sick Leave, (12) Holidays, (1) Floating Holiday and Longevity Day, Health, Dental (DHMO Plan) and Basic Life, LTD & AD&D paid at 100% for employee along with 45% dependent coverage. Voluntary plans Vision, Additional Life/AD&D, STD and FSA. Retirement Plan - Texas Municipal Retirement System (TMRS) The City matches two to one. An employee becomes vested with the City at five years unless eligible for prior year service credit.
 
Closing Date:
Open until filled
 
The City of Live Oak is an equal-opportunity employer.

 

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