JOB
Are you a highly organized professional with strong financial and administrative skills who enjoys serving the public and making a meaningful impact in your community? The City is seeking a detail-oriented and customer-focused individual to join our Finance Team as the Executive Administrative Assistant.
Under the direction of the Finance Director and Assistant Finance Director, this position provides administrative, accounting, and customer service support essential to the department's daily operations. The successful candidate will perform a variety of financial and administrative duties requiring a high degree of accuracy, organization, professionalism, and confidentiality.
Responsibilities include assisting the public, processing financial transactions and vendor payments, maintaining records and departmental information, supporting agenda preparation, coordinating vendor and claims administration, reconciling financial data, and assisting with cemetery-related administrative functions as needed. This position plays a key role in ensuring the efficient operation of the Finance Department and the delivery of quality service to City staff, residents, and business partners.
The ideal candidate will possess strong organizational and communication skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced municipal environment.
EXAMPLE OF DUTIES
Primary Essential Duties and Responsibilities:
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Maintaining financial integrity of the City.
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Serve as the primary customer service contact for the Finance Department by assisting residents, vendors, and City staff in person, by phone, and via email.
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Provide administrative and financial support to the Finance Director and Assistant Finance Director, including scheduling, correspondence, meeting coordination, and special projects.
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Maintain the integrity and accuracy of financial records through accounts payable processing, invoice verification, reconciliations, and data entry.
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Administer City purchasing and vendor management processes, including vendor setup and maintenance, purchase order processing, and policy guidance to departments.
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Manage departmental credit card reconciliations and expense documentation.
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Assist with the preparation of City Council agenda memorandums and supporting documentation.
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Process and distribute departmental mail, correspondence, and records.
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Track and reconcile construction project expenditures and payment applications.
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Coordinate property damage claims, maintain insurance records, and manage vehicle titles and registrations.
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Respond to Public Information/Open Records Requests in accordance with applicable laws and timelines.
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Assist with cemetery administrative operations, including customer service, records management, plot sales, permit issuance, and board meeting support as needed.
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Maintain Finance Department content on the City website.
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Assist with payroll and accounts payable functions through cross-training and backup support.
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Compile and prepare financial and administrative information for external audits and other reporting requirements.
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Participate in emergency management activities, training, and response efforts as assigned.
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Deliver exceptional customer service while maintaining professionalism, accuracy, and confidentiality.
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Perform other related duties as assigned.
Work Schedule:
This is an
in-office position that generally works Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening, weekend, holiday, or after-hours work may be required for meetings, special events, emergency response, or operational needs. Regular and reliable attendance is essential. SUPPLEMENTAL INFORMATION
The City of Bastrop is an Equal Employment Opportunity Employer (EEO) and values diversity in its workforce. As an EEO employer, the City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
**Employment is contingent on passing post-offer, pre-employment drug testing and criminal background investigation. **
