Administrative Assistant - Controller

Duties

Provides professional administrative and operational support to the City Council Office, assisting in the development, implementation, and administration of City policies, procedures, and Council activities. Serves as a key support resource for Council Members, department leadership, staff, and the public. Provides administrative support to eight (8) City Council Members. Interprets and applies established rules, regulations, policies, and procedures in daily departmental operations.

Drafts, edits, and proofreads correspondence, reports, agendas, and other official documents for accuracy, clarity, and proper formatting. Prepares periodic, special, and ad hoc reports; compiles data and maintains departmental reference materials. Investigates issues or potential issues through written and verbal communication, prepares findings, and recommends solutions. Organizes, inventories, catalogs, retains, and retrieves departmental records in accordance with records retention requirements.

Assists in coordinating departmental support services, including personnel, purchasing, public relations, store keeping, and office management. Conducts administrative research related to City business. Assists with departmental budget preparation, monitoring, and reporting; provides budget updates to Council Members as needed. Represents the department head at staff meetings and selected conferences; serves as a liaison to designated agencies and organizations. Assists Council Members with scheduling, calendar management, meeting coordination, and logistics.

Coordinates and documents Council Member training and professional development activities. Coordinates Council Member orders for meetings, clothing, and office supplies. Prepares and processes payment requests and related documentation. Maintains a highly organized workspace and performs effectively in a fast-paced, high-pressure environment. Delivers exceptional customer service; interacts professionally and courteously with the public, staff, and elected officials. Sets up, maintains, and coordinates use of conference room facilities in collaboration with the Office of the Mayor.

Works the assigned schedule and complies with the City's timekeeping and attendance policy. Must have and maintain, without interruption, all necessary licenses, certifications, clearances, and/or job requirements. Other duties as assigned.

High School Diploma or GED with five (5) years of related administrative experience and/or training; or an equivalent combination of education and experience. Valid Texas Driver's License and good driving record. Ability to be insured under the City's vehicle insurance policy. Proficiency in Microsoft Office Suite, including Outlook, Teams, Word, Excel, and PowerPoint.

Preferred:

Two-year degree from an accredited institution.
Bi-lingual (English and Spanish).
Experience using AI-enabled graphic design or visual content platforms (e.g., Canva).

The City of Pasadena offers very generous benefits to all full-time employees. For example:

• Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month
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• The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic FREE OF CHARGE
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• Employees and their covered dependents also have access to Virtual Visits with a medical professional FREE OF CHARGE
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• The City offers college tuition reimbursement of up to $3,500 per year.
• As an employee, you will contribute a portion of your salary each pay-period towards your retirement and the City will match your contribution by 200%. Example, if you contribute $100, the City will contribute $200.
• Civilian employees accumulate vacation at the following rates:
  • Less than 6 years of service
    - two weeks of vacation per year.
  • From 6 to less than 11 years of service
    - three weeks of vacation per year.
  • From 11 to less than 21 years of service
    - four weeks of vacation per year.
  • From 21 to less than 26 years of service
    - five weeks of vacation per year.
  • From 26 years of service and up
    - six weeks of vacation per year.