OFFICE ASSISTANT/PERMIT CLERK

OFFICE ASSISTANT/PERMIT CLERK

Department:

City / Municipal Court /

Permitting FLSA Status:

NonExempt Pay Grade:

(Citydefined)

Reports To:

City Administrator, Court Clerk, or Permits Manager (as assigned) Position Summary The General Backup Clerk provides crossfunctional administrative support to City Hall, the Municipal Court, and the Permitting Office. This position serves as the primary backup for frontcounter operations, customer service, payment processing, records management, and routine clerical tasks. The role requires flexibility, accuracy, and the ability to quickly shift between departments while maintaining compliance with statutory requirements and confidentiality standards. Essential Duties & Responsibilities City Hall / Administrative Support Provides frontdesk coverage, greets visitors, answers phones, and routes inquiries to appropriate departments. Processes incoming and outgoing mail. Assists with scanning, filing, data entry, and general clerical tasks. Provides backup assistance for open records request processing (locating and organizing documents only; no legal review). Municipal Court Support Provides backup coverage for court intake, including receiving payments, processing compliance documents, and updating case records. Assists with scanning, filing, and maintaining accurate court records. Provides general information to the public regarding court procedures without giving legal advice. Processes payment plans, extensions, and compliance dismissals according to court policy. Maintains confidentiality of juvenile, sealed, and restricted records in accordance with state law. Assists with warrant confirmation, citation corrections, and coordination with law enforcement when needed. Permitting Office Support Provides backup coverage for permit intake, including receiving applications, verifying documentation, and issuing permits. Logs and updates permit records in the permitting system or manual logs. Receipts permit fees and reconciles transactions according to city cashhandling procedures. Provides general information on permit requirements, inspection scheduling, and city ordinances. Assists with contractor registration files, insurance tracking, and renewal reminders. Knowledge, Skills & Abilities Knowledge of basic office practices, customer service standards, and municipal operations. Ability to learn and follow municipal court procedures, permitting processes, and city ordinances. Strong attention to detail and accuracy in data entry and cash handling. Ability to maintain strict confidentiality of court and personal information. Ability to communicate professionally with the public, contractors, and city staff. Ability to multitask and adapt quickly to changing departmental needs. Proficiency with computers, office equipment, and software systems (training provided). Minimum Qualifications High school diploma or GED. One year of clerical or customer service experience; municipal experience preferred. Ability to obtain Texas Municipal Court Clerk Level I certification within 18-24 months (if required by the city). Ability to pass a background check appropriate for court and administrative access. Physical & Work Environment Requirements Work performed in an office environment with frequent public interaction. Must be able to sit, stand, and walk for extended periods. Occasional lifting of up to 20 lbs. (files, boxes, office supplies). May rotate between departments based on operational needs.

Qualifications:

OFFICE ASSISTANT/PERMIT CLERK

Department:

City / Municipal Court /

Permitting FLSA Status:

NonExempt Pay Grade:

(Citydefined)

Reports To:

City Administrator, Court Clerk, or Permits Manager (as assigned) Position Summary The General Backup Clerk provides crossfunctional administrative support to City Hall, the Municipal Court, and the Permitting Office. This position serves as the primary backup for frontcounter operations, customer service, payment processing, records management, and routine clerical tasks. The role requires flexibility, accuracy, and the ability to quickly shift between departments while maintaining compliance with statutory requirements and confidentiality standards. Essential Duties & Responsibilities City Hall / Administrative Support Provides frontdesk coverage, greets visitors, answers phones, and routes inquiries to appropriate departments. Processes incoming and outgoing mail. Assists with scanning, filing, data entry, and general clerical tasks. Provides backup assistance for open records request processing (locating and organizing documents only; no legal review). Municipal Court Support Provides backup coverage for court intake, including receiving payments, processing compliance documents, and updating case records. Assists with scanning, filing, and maintaining accurate court records. Provides general information to the public regarding court procedures without giving legal advice. Processes payment plans, extensions, and compliance dismissals according to court policy. Maintains confidentiality of juvenile, sealed, and restricted records in accordance with state law. Assists with warrant confirmation, citation corrections, and coordination with law enforcement when needed. Permitting Office Support Provides backup coverage for permit intake, including receiving applications, verifying documentation, and issuing permits. Logs and updates permit records in the permitting system or manual logs. Receipts permit fees and reconciles transactions according to city cashhandling procedures. Provides general information on permit requirements, inspection scheduling, and city ordinances. Assists with contractor registration files, insurance tracking, and renewal reminders. Knowledge, Skills & Abilities Knowledge of basic office practices, customer service standards, and municipal operations. Ability to learn and follow municipal court procedures, permitting processes, and city ordinances. Strong attention to detail and accuracy in data entry and cash handling. Ability to maintain strict confidentiality of court and personal information. Ability to communicate professionally with the public, contractors, and city staff. Ability to multitask and adapt quickly to changing departmental needs. Proficiency with computers, office equipment, and software systems (training provided). Minimum Qualifications High school diploma or GED. One year of clerical or customer service experience; municipal experience preferred. Ability to obtain Texas Municipal Court Clerk Level I certification within 18-24 months (if required by the city). Ability to pass a background check appropriate for court and administrative access. Physical & Work Environment Requirements Work performed in an office environment with frequent public interaction. Must be able to sit, stand, and walk for extended periods. Occasional lifting of up to 20 lbs. (files, boxes, office supplies). May rotate between departments based on operational needs.