Administrative Support III

Job Description:

Administrative Support III

Description

Overview

The primary purpose of the Administrative Assistant III is to add analytical insight and functional oversight of processes and documentation relating to operational requirements for administrative actions for 70 personnel, requisitions and purchase orders, FMLA and Workers Compensation claims, reclamation of vehicle damage claims, audits for accounts payable and payroll, annual budget preparation and spend plans. This position requires prioritizing work, multi-tasking, and initiative to work with little directive supervision.

Responsibilities

• Provide administrative support to the Business Manager and Fleet Operations Supervisor

• Provide training, guidance, and assistance in completion of Administrative Support Il duties

• Coordinate the license plate, registration, and renewal process. Maintain office filing system

• Assist with new employees on board, internal employee transitions, and out-processing

• Serve as a backup for Fleet Maintenance Program Analyst

• Assist with IT requests and issues

• Aid mechanic shops in troubleshooting M5 issues

• Update and maintain records in the M5 system

• Send weekly availability reports in absence of Fleet Maintenance Program Analyst

• Run queries and generate reports as needed. Review data entry for accuracy and create internal procedures for continuity

• Gathers documentation for injury and damage claims

• Retrieve and provide requested documentation to Legal/Risk Management such as damage appraisals, invoices for repairs, vehicle titles/registrations, work status reports and doctor's notes

• Track status of claims, employee status, and reimbursements on damage claims

• Assists the Fleet Business Manager with contracts and budgeting

• Review and track expenditures to assess budget variances and department needs

• Create requisitions for goods and services

• Process and reconcile vendor payments in Infor

• Monitor budget projections and contract expenditures

• Assists Fleet personnel in coordinating training, arranging travel, and processing travel requests and reimbursements

• Schedule rooms for meetings and training events

• Assist Operations Team in planning and coordinating special events such as annual city auction, United Way Campaign, and department award presentations

• Serve as annual City auction documents analyst

• Serve as department initial contact to provide employee with FMLA and Workers Compensation Paperwork

• Track and report status of FMLA, Light Duty Status, and Workers Compensation claims for Business Manager review

• Serve as point of contact for vehicle damage claims, tracking estimates, claim adjustments, payments and completion

• Facilitate record research for claim investigation

• May be asked to perform other duties as assigned

Position Type and Typical Hours of Work

• Non-Exempt - Full-Time

• Flexibility to work evenings, weekends, and holidays is a schedule requirement

• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Qualifications

• Associates Degree (AA/AS); or 2 year technical certificate

• Two (2) Years of Experience

Licenses and Certifications

Required

• A valid driver's license is required; successful out-of-state candidates must be able to obtain a valid Texas driver's license within 90 days of hire

Must obtain within three (3) months of hire

• Defensive Driving

Employment Testing

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal Background Check: Yes

• Motor Vehicle Record Check: Yes

• Drug Screening: Yes

• Physical Exam: Yes

Basis of Rating

A recruitment consultant will evaluate all applications against the posted qualifications and may request additional information. The city may also conduct additional skill assessment tests, in addition to the panel interview.

Supplemental Information

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City of Corpus Christi.

The City of Corpus Christi is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

Closing Date/Time: August 28, 2026

Salary:

21.63-24.87 USD