ADMINISTRATIVE ASSISTANT TO THE CITY SECRETARY

Posted December 9, 2025

About the role

The City of San Benito is seeking an Administrative Assistant to perform a variety of clerical procedures and systems, maintains thorough filing system, prepares minutes of meetings, assists the City Secretary and the Executive Assistant to the City Manager in the maintenance of all official records of the city, and performs other duties as may be required. Independently prepares and types correspondence, reports and other related materials as needed.

Responsibilities

• Maintain regular and prompt attendance; physically present to work.
• May be required to work beyond normal business hours (nights and weekends).
• Assist the City Secretary and the Executive Assistant in their duties.
• Prepare minutes of meetings.
• Records management.
• Prepare notices and advertisements for public hearings, bids, and meetings.
• Coordinate and prepare City Commission Meetings agendas and packets, along with coordination and preparation of various city boards’ and commissions’ agendas and packets as may be required.
• Attend meetings and public hearings of the City Commission and other City boards and commissions as may be required.
• Research city ordinances, resolutions, minutes, and other city records.
• Assist in the holding of municipal elections.
• Maintain documents and records of the various boards and committees.
• Update the Code of Ordinances and Home Rule Charter of the City.
• Assist in scheduling appointments and meetings.
• Assist in scheduling reservations and arrangements for conference and meeting rooms.
• Prepare minutes of the proceedings of the City Commission Meetings and other boards as may be required.

Requirements

• Minute taking.
• Knowledge of ordinances and state laws concerning open meetings, Texas State Library records management, Texas Public Information Act, open records, budgeting, and elections.
• Knowledge of modern office practices and procedures; knowledge of business English.
• Skilled in the use of a personal computer and related equipment.
• Skilled in the use of a ten-key calculator, typewriter, copy machine, and other general office equipment.
• Ability to type 55 words per minute and accurately record and maintain city records and documents.
• Ability to deal in a professional and courteous manner with a variety of individuals with diverse backgrounds and interests.
• Reading comprehension: ability to listen effectively and follow directions.
• Excellent organizational skills and attention to detail.
• Ability to read and interpret documents.
• Ability to safeguard sensitive or confidential information from intentional or unintentional disclosure.
• Ability to plan, multi-task, and organize work.
• Ability to establish and maintain effective and professional working relationships with co-workers, elected officials, and the general public.
• Ability to communicate effectively both verbally and in writing.
• Skilled in proofreading and editing; grammar skills, attention to detail, and accuracy.

Qualifications

• Minimum: High school graduate or GED with some college hours, and/or Associate’s Degree in Business Administration or related field.
• Minimum of three years of progressively responsible municipal secretarial and/or administrative experience preferred.
• Certification as a City Secretary by the Texas Municipal Clerks Certification Program desired, or obtained within one year from date of employment.
• Bilingual in Spanish highly preferred.
• Valid Texas Driver’s License.

Other Capabilities

Must be able to effectively use a combination of experience, training, and ability to quickly assess situations and arrive at decisions to ensure efficient and effective continuation of work and customer service while avoiding liability to the city.

Physical Requirements

• Occasional lifting/carrying of up to 30 pounds.
• Visual acuity, speech, and hearing.
• Hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment.
• Subject to sitting for extended periods, standing, reaching, walking, twisting, and kneeling to perform the essential functions.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.