Executive Administrative Assistant - Finance

The City of Bastrop is seeking a highly organized and detail-oriented individual with two (2) or more years of progressively responsible administrative and financial support experience, preferably including accounts payable, reconciliations, and records management. Advanced office experience and proficiency with Microsoft Office Suite applications, particularly Excel and Word, are required.

• Maintaining financial integrity of the City.
• Providing administrative and financial support to the Finance Director and Assistant Finance Director.
• Assisting the public, processing financial transactions and vendor payments, maintaining records and departmental information.
• Scheduling, correspondence, meeting coordination, and special projects.
• Administering City purchasing and vendor management processes.
• Maintaining departmental credit card reconciliations and expense documentation.
• Preparing City Council agenda memorandums and supporting documentation.
• Distributing departmental mail, correspondence, and records.
• Tracking and reconciling construction project expenditures and payment applications.
• Coordinating property damage claims, maintaining insurance records, and managing vehicle titles and registrations.
• Responding to Public Information/Open Records Requests.
• Affording assistance with cemetery administrative operations, including customer service, records management, plot sales, permit issuance, and board meeting support.
• Maintaining Finance Department content on the City website.
• Assisting with payroll and accounts payable functions through cross-training and backup support.
• Compiling and preparing financial and administrative information for external audits and other reporting requirements.
• Participating in emergency management activities, training, and response efforts as assigned.
• Delivering exceptional customer service while maintaining professionalism, accuracy, and confidentiality.
• Performing 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.

Education, Training, And Experience

A high school diploma or GED is required. An equivalent combination of education, training, and work-related experience that demonstrates the knowledge, skills, and abilities necessary to perform the essential duties of the position with a high degree of independence may be considered. Advanced office experience and computer skills are a must.

Licenses And Certificates

Must have and maintain a valid Texas Driver License with an acceptable driving record throughout employment with the City.

Knowledge, Skills, And Abilities

Knowledge of accounts and record maintenance, accounts payable, payroll processing, general ledger and financial recordkeeping principles and practices. Knowledge of office administration practices and procedures including coordinating, planning, and scheduling. Proficiency with Microsoft Office Suite applications, particularly Excel and Word. Strong organizational, analytical, and problem-solving skills. Ability to maintain accurate records and process financial information with a high degree of attention to detail. Ability to communicate effectively, both verbally and in writing. Ability to exercise sound judgment and maintain confidentiality. Ability to establish and maintain positive working relationships with employees, vendors, elected officials, and the public. Ability to provide compassionate and professional customer service, including interactions with cemetery customers and families.

Physical And Environmental Requirements

Work is primarily performed in an office environment and involves extended periods of sitting, computer use, and data entry. The position may require occasional standing, walking, bending, lifting up to 20 pounds, driving, and limited outdoor work. Exposure to weather conditions, dust, pollen, and other environmental factors may occur during field visits or cemetery-related activities.

Required Question

• How many years of experience do you have in performing progressively responsible administrative assistant duties?
• Do you have experience at a municipality in the Finance Department as an executive administrative assistant?

01 How many years of experience do you have in performing progressively responsible administrative assistant duties?
4 or More Years
2 - 4 Years
More than 1 Year but less than 2 Years
None
02 Do you have experience at a municipality in the Finance Department as an executive administrative assistant?
Yes
No