Administrative Assistant I
3.
6 Galveston, TX Galveston, TX Full-time Full-time $36,990 a year $36,990 a year 5 days ago 5 days ago 5 days ago Description The purpose of this class is to provide technical and maintenance support and administrative functions to help ensure the smooth operation of assigned department.
Job Responsibilities One of two Administrative Assistants will serve as the central point of communication for Support Services, ensuring all other team members are informed with changes, updates or general information.
The Administrative Assistants shall work in partnership in fulfilling all essential job functions.
Ensure a consistently organized, efficient working environment to achieve the goals of the Tax Office.
Responsible for greeting the public, answering telephone calls and receiving inquiries.
Independently determine the action to take to provide desired services to customers.
Receives, distributes, monitors and maintains related documentation associated with open record requests insuring compliance with Texas statutory requirements, Receive and log Priority and Certified mail.
Handle the preparation, processing and submission of requests for supply purchases (insuring an adequate inventory of supplies are maintained), employee reimbursements, vendor invoices, blanket purchase orders and contracts.
Maintain all supporting records for expenditures.
Prepare and submit reimbursement reports for Chapter 19 (Voter) funding of appropriate Voter expenditures including but not limited to temporary employee costs.
Coordinate travel arrangements and reservations for seminars and training.
Maintains registrations and memberships in associations for required employees.
Schedules and calendars recurring (annual tax seminars) and non-recurring office activities and meetings, interviews, and designated functions for the Tax Assessor/Collector and Chief Deputies.
During Legislative Session, insures contact information with legislative staff is current and coordinates meetings with Legislators and their staff.
Participate in County system training as necessary to complete budget entries and complete budget entries as appropriate.
Provides administrative support to the Tax Assessor/Collector and Chief Deputies including, but not limited to, receiving messages and emails and disseminating sensitive information pertaining to complaints.
Primarily responsible for coordination of the annual Staff Development Day.
Assist Tax Assessor/Collector and Chief Deputy Property Tax and Support Services with Truth in Taxation functions including ordering software, postage for various statement billings and testing and reporting on coupon scanline accuracy and ad reimbursement billing from entities.
Insures press releases are drafted and provided to Tax Assessor/Collector for timely release to the media.
Performs activities in connection with Human Resources, including scheduling interviews, completing PAR forms, scheduling orientation and evaluations (annual and probationary) and insuring each employee is provided appropriate employee manual for position.
Providing evaluation forms to Chief Deputies and Tax Assessor Collector 30 days before due, entering and maintaining evaluation score summary and providing it to Tax Assessor Collector annually.
Submit agenda items in Legistar for consideration by Commissioners Court.
Maintains the official copy of the Tax Office Policy Manual, distributes new and updated policies and tracks staff acknowledgment.
Cross train in Property Tax and Voter Registration to serve as back-up during peak times.
Lead lockbox team to insure compliance with policy and productivity requirements.
Coordinate HEAT and Facilities requests to insure needs of the office are fulfilled.
Assist with reviewing all Commissioners Court agendas, identify Tax Office related items and insure agenda items are provided to Tax Assessor/Collector or Chief Deputies in advance of meeting.
Responsible for all P-Card entries for both accounts.
Responsible for the submission of temporary staff time card entries and docked time recording.
Maintain the upkeep of the administrative files, documents, forms, and/or spreadsheets (i.
e.
monthly tax collection report summary) and maintain for historical data.
Assist all departments in fulfilling requirements associated with records retention including organizing year end records storage is completed.
Insures office brochures are kept up to date, printed and distributed to all appropriate departments.
Performs other duties as assigned.
Minimum Qualifications Requires High School graduation or GED equivalent.
Requires six months of experience providing administrative support and payroll processing or closely related experience.
Equal Opportunity Statement The County of Galveston is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, sex, age, disability, genetic information or veteran status.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
6 Galveston, TX Galveston, TX Full-time Full-time $36,990 a year $36,990 a year 5 days ago 5 days ago 5 days ago Description The purpose of this class is to provide technical and maintenance support and administrative functions to help ensure the smooth operation of assigned department.
Job Responsibilities One of two Administrative Assistants will serve as the central point of communication for Support Services, ensuring all other team members are informed with changes, updates or general information.
The Administrative Assistants shall work in partnership in fulfilling all essential job functions.
Ensure a consistently organized, efficient working environment to achieve the goals of the Tax Office.
Responsible for greeting the public, answering telephone calls and receiving inquiries.
Independently determine the action to take to provide desired services to customers.
Receives, distributes, monitors and maintains related documentation associated with open record requests insuring compliance with Texas statutory requirements, Receive and log Priority and Certified mail.
Handle the preparation, processing and submission of requests for supply purchases (insuring an adequate inventory of supplies are maintained), employee reimbursements, vendor invoices, blanket purchase orders and contracts.
Maintain all supporting records for expenditures.
Prepare and submit reimbursement reports for Chapter 19 (Voter) funding of appropriate Voter expenditures including but not limited to temporary employee costs.
Coordinate travel arrangements and reservations for seminars and training.
Maintains registrations and memberships in associations for required employees.
Schedules and calendars recurring (annual tax seminars) and non-recurring office activities and meetings, interviews, and designated functions for the Tax Assessor/Collector and Chief Deputies.
During Legislative Session, insures contact information with legislative staff is current and coordinates meetings with Legislators and their staff.
Participate in County system training as necessary to complete budget entries and complete budget entries as appropriate.
Provides administrative support to the Tax Assessor/Collector and Chief Deputies including, but not limited to, receiving messages and emails and disseminating sensitive information pertaining to complaints.
Primarily responsible for coordination of the annual Staff Development Day.
Assist Tax Assessor/Collector and Chief Deputy Property Tax and Support Services with Truth in Taxation functions including ordering software, postage for various statement billings and testing and reporting on coupon scanline accuracy and ad reimbursement billing from entities.
Insures press releases are drafted and provided to Tax Assessor/Collector for timely release to the media.
Performs activities in connection with Human Resources, including scheduling interviews, completing PAR forms, scheduling orientation and evaluations (annual and probationary) and insuring each employee is provided appropriate employee manual for position.
Providing evaluation forms to Chief Deputies and Tax Assessor Collector 30 days before due, entering and maintaining evaluation score summary and providing it to Tax Assessor Collector annually.
Submit agenda items in Legistar for consideration by Commissioners Court.
Maintains the official copy of the Tax Office Policy Manual, distributes new and updated policies and tracks staff acknowledgment.
Cross train in Property Tax and Voter Registration to serve as back-up during peak times.
Lead lockbox team to insure compliance with policy and productivity requirements.
Coordinate HEAT and Facilities requests to insure needs of the office are fulfilled.
Assist with reviewing all Commissioners Court agendas, identify Tax Office related items and insure agenda items are provided to Tax Assessor/Collector or Chief Deputies in advance of meeting.
Responsible for all P-Card entries for both accounts.
Responsible for the submission of temporary staff time card entries and docked time recording.
Maintain the upkeep of the administrative files, documents, forms, and/or spreadsheets (i.
e.
monthly tax collection report summary) and maintain for historical data.
Assist all departments in fulfilling requirements associated with records retention including organizing year end records storage is completed.
Insures office brochures are kept up to date, printed and distributed to all appropriate departments.
Performs other duties as assigned.
Minimum Qualifications Requires High School graduation or GED equivalent.
Requires six months of experience providing administrative support and payroll processing or closely related experience.
Equal Opportunity Statement The County of Galveston is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, sex, age, disability, genetic information or veteran status.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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