Administrative Assistant - Engineering and Capitol Project Management

Join the City of Bastrop's Engineering and Capital Project Management Department and play a key role in supporting projects that help shape and strengthen our community. We are looking for a motivated, detail-oriented professional who thrives in a collaborative environment and enjoys providing high-level contract and administrative support.

Reporting to the Project Manager, this position offers the opportunity to work closely with departments across the organization, contribute to important City initiatives, and make a meaningful impact through exceptional organization, communication, and relationship-building skills. The ideal candidate is proactive, professional, and trusted to handle sensitive information with confidentiality, discretion, and accuracy while exercising sound independent judgment in a fast-paced municipal environment.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. Essential duties and responsibilities may include, but are not limited to, the following:

• - Provides administrative and contract support for Department operations, programs, and projects including scheduling, preparing agendas, compiling materials, and recording or distributing information as needed.
• - Prepares a variety of written materials including staff reports, quarterly data reports, meeting agendas and minutes, and standard operating procedures.
• - Assists the public, representatives from various professional organizations, consultants, contractors, and other interested parties regarding Department related matters, providing a positive impression with all parties.
• - Maintains and manages file systems for the Department, including digital files, paper files, and scans permanent files into Laserfiche.
• - Processes project closeout and maintains records related to fiscal guarantees and maintenance periods for development and City projects.
• - Drafts, reviews, and revises contracts, agreements, and amendments.
• - Ensures contracts comply with established policies, legal regulations, and industry standards.
• - Maintains organized and accurate contract records and ensures documentation is properly filed.
• - Coordinates with legal, finance, procurement, and project teams during contract development.
• - Monitors contract performance and ensure all parties meet contractual obligations.
• - Monitors contract deadlines, deliverables, renewals, and expiration dates and assists in ensuring timely completion of contract renewals, approvals, and project deliverables.
• - Manages grant application timelines and ensure compliance with submission requirements.
• - Responds to inquiries from City staff, consultants, contractors, and the public regarding departmental processes and project-related information.
• - Maintains confidentiality of sensitive information and exercises independent judgement in handling sensitive matters.
• - Supports interdepartmental coordination and communication to facilitate efficient project and departmental operations.
• - Performs various errands such as delivery and pick-up of documents and obtaining signatures.
• - Operates a variety of office equipment including a large format scanner/printer.
• - Participates with Emergency Management when the need arises with the duties assigned.
• - Performs any and all related duties and special projects as assigned by the Project Manager.

• Position is designated as an on-site role and requires regular in-office attendance during standard business hours, Monday – Friday, 8:00 a.m. to 5:00 p.m.
• Regular and consistent attendance for the assigned work hours is essential. Time scheduled off should be managed so as to not interfere with the ability to accomplish tasks, including special projects and assignments.

Must be able to work holidays, weekends, or after hours for special events, meetings or during…