Job Details

Position will be open until filled.

We are currently seeking:

An Administrative Assistant to join our team. In this role, you will provide skilled secretarial support to assigned management personnel; coordinate administrative operations for area of assignment; prepare and process various types of correspondence, reports, and other documentation; maintain departmental records and files; and conduct a variety of general accounting tasks.

Your responsibilities will include:

1. Coordinating and providing skilled administrative support to departmental director, manager, and personnel.
2. Answering, screening, and directing incoming calls; documenting and distributing phone messages.
3. Providing information and assistance to the public; responding to inquiries regarding departmental operations, policies, programs, events, and/or services; receiving public complaints.
4. Updating and maintaining departmental calendars; scheduling and coordinating meetings, appointments, training courses, and/or other functions; organizing travel arrangements.
5. Preparing, processing, copying, filing, and distributing correspondence, memorandum, or other types of documentation. Compiling and analyzing data; preparing, generating, and submitting various types of reports as required by department. Performing data entry; updating and maintaining departmental records, files, filing systems, and databases; coordinating and scheduling the transfer, archiving, and destruction of records as assigned.
6. Processing and submitting purchase orders, and requisitions; assisting in the preparation of departmental budgets. Coordinating the ordering of departmental supplies and equipment; monitoring and maintaining supply inventories; obtaining vendor quotes and bids as required.
7. Scheduling and coordinating the maintenance and repair of departmental equipment and facilities. Collecting, processing, and distributing incoming and outgoing departmental mail.
8. May provide training and/or supervise the work activities of assigned personnel.
9. Hours: Monday through Friday, 7:30 am to 4:00 pm.
10. Regular and timely attendance is required.

The above duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Requirements and Skills:

• Providing skilled secretarial support to management and other departmental personnel.
• Coordinating clerical operations and activities for area of assignment.
• Preparing and processing various types of correspondence and other documentation.
• Updating and maintaining departmental records, filing systems, and databases.
• Performing a variety of general accounting duties.
• Establishing and maintaining cooperative working relationships with other staff, City departments, outside agencies, community organizations, contractors, vendors, and the general public.

MINIMUM QUALIFICATIONS:

Education and Experience:

High School Diploma or equivalent; and two years' experience as an administrative assistant; or an equivalent combination of education and experience.

Required Licenses or Certifications:

• Must possess a valid Texas Driver License with a good driving record.
• Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.
• Selected applicants are required to perform a typing and Excel test.

Physical Demands / Work Environment:

• Work is performed in a standard office environment.
• Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 25 pounds.