Administrative Assistant
Salary
$36,755.42 Annually
Location
Longview, TX
Job Type
Full-Time
Job Number
2026-061
Department
Community Services
Division
Housing
Opening Date
11/05/2026
Description
Provides administrative support to a departmental director/manager or other assigned personnel; coordinates meetings and/or other functions; prepares correspondence, reports, and other documentation; updates and maintains departmental records and files; conducts a variety of general accounting duties; coordinates the ordering of office and/or other supplies for area of assignment; provides information and customer service to the general public; and performs other related duties as assigned.
Examples of Duties
- Answers, screens, and directs incoming calls; documents and distributes phone messages.
- Greets, screens, and directs visitors to appropriate personnel and/or departments.
- Responds to inquiries from City employees, outside agencies, and the general public; provides information regarding departmental services and policies; assists in resolving complaints.
- Performs a variety of customer service duties; processes and issues municipal permits/licenses.
- Provides skilled administrative support to a department head and/or other assigned personnel.
- Coordinates meetings, training sessions, receptions, or other types of functions; reserves venue locations; organizes function supplies, equipment, and food; obtains speakers and transportation.
- Books travel and/or training arrangements; prepares travel expense reports.
- Prepares correspondence, memoranda, meeting agendas/minutes, public notices, legal documents, contracts, surveys, or other documentation; designs cards, brochures, and flyers.
- Receives, logs, and attests municipal contracts, deeds, and agreements; files legal documents with the County as required.
- Compiles and analyzes statistical, financial, and/or other administrative data; prepares various types of reports; monitors and maintains compliance with regulatory reporting requirements.
- Performs data entry; organizes, updates, and maintains departmental records, personnel files, rosters, phone lists, filing systems, and/or databases; creates and maintains spreadsheets.
- Provides assistance in preparing and monitoring assigned budgets; processes departmental invoices; prepares bank deposits; reconciles financial reports and bank/credit card statements.
- Prepares and submits departmental timesheets and other payroll information; tracks and/or reconciles employee accrual and leave balances.
- Coordinates the ordering of office and/or other departmental supplies; monitors and maintains supply inventories; orders vehicle titles and license plates for City fleet vehicles as assigned.
- Provides training and/or supervises the work activities of clerical personnel as assigned.
- Performs other routine and/or specialized duties relative to area of assignment as assigned or required.
When assigned to Fire Department:
- Answers incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate.
- Track Family and Medical Leave (FMLA) and other benefits for Fire personnel including Workers' Compensation and certification processing.
- Assist Logistics Chief with uniform ordering, inventory and sample requests.
- Liaises with vendors for purchases of supplies and equipment.
- Provides customer service, information and assistance to visitors and others having business with the City; responds to requests for information within the scope of authority.
- Receives reviews and processes insurance and attorney correspondence; updates claim requests and denials; completes affidavit, subpoena and records requests.
- Orders office supplies for area of assignment; maintains credit card and records of purchase.
- Serves as records custodian' updates and maintains patient records in accordance with established records retention policies and procedures.
- Provides assistance to patients and/or patient representatives in person and via telephone.
- Performs other duties as assigned, including, but not limited to:
- Purchase care coding
- Standby ambulance invoicing
- Neogov entry, obtaining job description signatures and submissions to Human Resources.
- Maintain/create new profiles in Fire Department records management system.
- Janitorial staff liaison.
- Order cleaning supplies for Fire Administration
- Maintain and update Cisco phone program lists.
Minimum Requirements
Education and Experience:
High School Diploma or equivalent, and two years experience working as an administrative assistant; OR an equivalent combination of education and experience.
Required Licenses or Certifications:
- Appointment/Commission as a Notary Public, Certification as a Texas Registered Municipal Clerk, and/or other specialized licenses or certifications may be required depending on area of assignment.
- Must possess a valid Texas Driver's License.
Physical Demands/Work Environment
- Work is performed in a standard office environment.
- Subject to sitting for extended periods of time, standing, walking, bending, reaching, kneeling, and lifting of objects up to 20 pounds.
- May be exposed to potentially irate members of the public, depending on area of assignment.
All full-time employees receive:
15 vacation days
11 paid holidays
15 sick days
Emergency Leave
Longevity Pay
Retirement Plan
Employees participate in the Texas Municipal Retirement System. with a two to one match.
Insurance
Medical, dental, and life insurance is offered.
Cafeteria Plan
Free Employee Health Clinic
Tuition and Certification Reimbursement
The City of Longview offers 100% reimbursement of approved college tuition and required fees (excluding books) to employees involved in occupation related courses on a degree plan.
Employer City of Longview
Address 302 W Cotton St.
Longview, Texas, 75601
Phone 903-237-1220
Website http://www.LongviewTexas.gov/Jobs