Administrative Assistant - Community Development - City of Pearland, TX

General Summary:

The purpose of this position within the organization is to perform routine clerical and administrative functions for the Community Development department.  

Essential Functions:

• Answers the telephone and provides information to callers, takes messages, or transfers calls to appropriate individuals.
• Schedules appointments and meetings as needed; transcribes the minutes from meetings in a timely manner.
• Creates, maintains, and enters information into databases.
• Sets up and manages paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as records, correspondence, or other material.
• Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions.
• Creates invoice batches for payment including payroll.
• Prepares purchase orders including research, review of contracts, calculations, document scans and correspondence with vendors.
• Prepares agendas and packets for meetings and posts this information on the City's website for public view. 
• Enters and processes purchase requisitions and field purchase orders; enters accounts receivable data and researches paid or unpaid invoices; enters purchase order requests and sets up new vendors.

Additional Duties:

• Monitors and maintains division budget information for accuracy and departmental and City compliance. 
• Assists in preparing payroll by entering timesheet information, tracking vacation and time off requests, including sick and compensatory time. 
• Orders and inventories office supplies. 
• Assists with planning and conducting emergency management exercises to ensure the emergency operation plan provides accurate guidance in an emergency situation.
• Performs related work as assigned.

Job Requirements:

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in accounting or closely related field.

Requires (2) two years clerical or closely related experience.