Administrative Specialist - Health in Baytown, Texas at City of Baytown

Join a team that values professionalism, organization, and exceptional customer service while making a meaningful impact in the community. This position offers the opportunity to use a variety of administrative and technical skills in a fast-paced, collaborative work environment that supports the department’s overall mission. If you are detail-oriented, enjoy problem-solving, and thrive in a role that keeps operations running smoothly, we encourage you to apply.

The Administrative Specialist performs a variety of administrative and clerical duties in support of the department’s overall mission and daily operations. Utilizes strong office and organizational skills to provide exceptional customer service and communication with both internal and external stakeholders, maintain accurate file organization and records management, and perform data entry and document preparation. Responsibilities also include the use of computer applications such as word processing, spreadsheets, databases, and graphics software, as well as mathematical computations, report and correspondence preparation, and independent decision-making within the scope of assigned responsibilities.

• Provides administrative support for the Neighborhood Protection Division. Receives and routes incoming communications, answers general customer questions. Responds to difficult/sensitive complaints and inquiries regarding enforcement actions. Documents all complaints, generates case records in appropriate systems. Sorts and distributes mail, monitors radio communications and locations of field staff.
• Provides daily oversight for contractors, processes work orders from issuance to completion, verifies proof of work and routes for inspector review, generates and manages abatement invoices, reviews and monitors contractor invoices and processes payments, maintains all records.
• Manages all department abatement liens: files and releases abatement liens with two counties, works with property owners and other external parties to calculate payoff amounts, provide financial information and documentation for bankruptcies, tax foreclosures, and properties without clear title. Provides monthly reporting for lien activities and fees.
• Document management for all files related to Division operations. Includes management of archiving process, physical documents and files and electronic files per retention requirements. Provides documents and responses as required for public record requests.
• Provides coverage for other administrative staff as needed.
• Performs all other related duties as assigned.

Required:

• High School Diploma or equivalent (GED)
• Two years customer service or general office experience OR equivalent combination of education and experience.

Preferred:

• Bilingual
• Lien experience

Ability to multitask, establish priorities, work independently, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Knowledge of business machine operations, personal computers and related software, and accounting/billing processes. Must have a high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position continually requires demonstrated poise, tact, and diplomacy. Must be able to handle a high volume of complaint driven phone calls that will be entered into the proper computer system. Ability to get along appropriately with co-workers and the public.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.