Administrative Specialist

Job Description:

Administrative Specialist

Description

The Development Services Department is looking for an Administrative Specialist. Join the City of Weatherford team and play a vital role in serving our growing community through exceptional organizational and support services.

Job Summary:

The primary purpose of the role is to provide administrative support to the daily operations of the assigned department/division. Duties involve a wide variety of clerical tasks, interaction with employees and vendors, coordination of programs/projects, and assisting management with human resources and budgetary responsibilities.

The primary difference between levels lies in the complexity of tasks, the level of supervision required, the degree of independence and decision-making, and the scope of responsibility. Higher levels require more complex duties, less supervision, and often include supervisory or specialized functions.

Roles and Responsibilities:

Customer Service and Communication

• Provides courteous, accurate service while resolving concerns or routing complex questions to appropriate personnel.
• Serve as the primary point of contact (in-person, phone, and email) for the department, providing excellent service to the public, vendors, and internal staff.
• Screen and prioritize incoming communications (calls, emails, and visitors), directing complex matters to appropriate personnel.
• Manage citizen/customer service requests, answering questions about department programs, policies, and procedures, and ensuring timely resolution and follow-up.
• Handle sensitive information and public records requests with professionalism and discretion.

Administrative and Office Management

• Provide comprehensive administrative support to management, including managing calendars, scheduling internal and external meetings, and coordinating travel.
• Manage office operations, including ordering supplies, maintaining equipment, and processing facility requests.
• Perform clerical and word processing duties, including high-volume data entry into various city and department-specific databases.
• Review, update, and maintain Standard Operating Procedures (SOPs) for administrative functions.
• 
  Document, Data, and Records Compliance
  
  
  • Prepare, proofread, and edit a wide variety of official documents, reports, correspondence, presentations, and inter-departmental memoranda for accuracy and professional standards.
  • Maintain the integrity of all official documents and records (including permits and archived plans), ensuring secure storage and compliance with the City's records retention policy.
  • Assist with meeting logistics and preparation for boards and commissions (agendas, minutes, resolutions, and meeting packets), ensuring all legal and procedural requirements (like the Open Meetings Act) are met.
  • Assist in the public noticing process (e.g., posting requirements and preparing mailings for public hearings) as required by law.
  • For higher levels (IV/V): Conduct advanced data analytics to generate reports on performance metrics and trends, providing summaries and recommendations to support strategic planning.
• 
  Fiscal and Specialized Support
  
  
  • Perform detailed record-keeping to maintain fiscal and administrative control over department activities.
  • Manage purchasing and expenditures: Prepare, review, and process requisitions and purchase orders; verify invoices for payment; and reconcile credit card statements and petty cash funds.
  • Participate in the annual budget development process by gathering data and monitoring expenditures according to guidelines.
  • Provide payroll and staffing support by compiling, calculating, maintaining, and reviewing division payroll and verifying time sheets.
  • Serve as the liaison between the department and external vendors, monitoring contracts to ensure compliance and accurate payment.
  • As assigned: Coordinate and perform specialized functions such as cost-of-service analysis or serving as the department expert on permitting and data systems.

Qualifications

• High school diploma or GED required; associate degree or higher preferred. • One year of experience in customer service, or administrative support preferred. • Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job may be considered. • Valid Texas Driver's License with driving record that meets City guidelines.

Job Details

Category Development Services Status Open Salary Pay Range is: $21.08 to 25.65 (DOQ) Posted December 18, 2025 2:21 PM Closing Open Until Filled

Tools

• Apply Online
• New Job Notifications
• Clerical Supplemental Application

Closing Date/Time: Open Until Filled

Salary:

Pay Range is: $21.08 to 25.65 (DOQ)