Summary of Duties: Perform a wide variety of administrative, office management, customer service-related duties, and support to the assigned department. Duties include but not limited to clerical, customer service, scheduling, reporting, mail distribution, and invoice processing.
Essential Duties and Responsibilities:
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Provide a high level of customer service to internal and external customers by answering questions and providing information on matters related to the assigned department.
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Independently perform office support duties for the department including maintain files, route incoming and outgoing mail, make copies, send faxes, printing labels, and other miscellaneous administrative support activities.
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Greet visitors and direct them to appropriate area or person or handles personally.
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Route incoming mail. Locates and attaches appropriate documents and routes to appropriate staff.
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Composes routine correspondence. Prepare outgoing correspondence and information packets.
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Prepares departmental reports and presentation materials as requested.
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Organizes and maintains department office supply, printed material inventory and other required departmental materials.
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Attends a variety of meetings related to departmental and interdepartmental activities and programs.
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Maintains records and develops tracking systems for activities specific to the department.
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Monitor invoices and budget tracking; reconcile petty cash.
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Recommend improvements in workflow, procedures and use of equipment and forms.
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Perform special projects for management staff, either conducted within the department or interdepartmentally. Conducts research, assesses and evaluates findings, and present findings to management. Identifies resource needs and develops action plan; set up plans and procedures for achieving objectives.
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Performs other duties as assigned.
Responsibilities for Park Operations:
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Reports to Parks Superintendent and also offers support to other departments and managers as needed.
- Prepare and routes invoices and/or purchase orders for processing or payment.
- Assists in the organization and ordering of materials for common use spaces such as the kitchens, copy rooms, and open workspaces.
- Greets customers and residents that enter through the front doors.
- Occasionally required to process credit card payments for goods and services specific to various departments.
- Assists in the preparation of Project packets, bids, and contracts. Assists in accepting of bids from vendors for projects and contracts as needed.
- Maintains, tracks, and processes documents and information related to fleet and fuel maintenance and inventory including but not limited to mileage, fuel usage, and repairs.
- Assists in tracking fleet inspections and maintains record keeping; provides notifications to various departments for services or inspections needed.
- Assists in records management through metadata system (SharePoint).
- Provides record keeping of services and invoices provided by vendors and contractors that pertain to managing the budget.
- Maintains water well reports and inputs usage into programs.
- Assists in ordering office supplies, materials, personal protective equipment (PPE), and other miscellaneous requested items from staff members.
- Assists in creating and processing work orders and 311. At various times, may provide support of the resident care center during the event of a catastrophe or disaster.
- Provides assistance in resident contact for mailers, door tags, phone or email communications, and Good Neighbor letters.
- Aids in editing and reviews of high-level documentation like executive summaries, memorandums, and contract documentation
- Performs other duties as assigned.
Supervisory Responsibilities: This job has no supervisory responsibilities.
Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Associate degree (A. A.) or equivalent from two-year College or technical school.
Experience: Three (3) years of related experience and/or training; or equivalent combination of education and experience.
Licenses and Certifications:
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Must possess a Texas driver’s license within the first ninety (90) days of employment and meet the driver safety policy requirements.
Computer Skills: Must be proficient in MS Office.
Preferred Candidate:
- Advanced knowledge of Tyler Technologies
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Intermediate to Advance skills with MS Office - Excel.
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Contract and Bid process.
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Bi-lingual Spanish.
The Woodlands Township is an Equal Opportunity Employer and values diversity at all levels of its workforce.
