Under general supervision of a Senior Administrative Assistant to the City Manager, provides the Mayor & City Council support including the scheduling of calendars, tracking and following up on projects, reviewing mail and referring to appropriate department head or individual to handle, organizing, coordinating and preparing for public and staff meetings, draft correspondence and resolving routine complaints and issues. Also provides administrative support to the City Manager's Office staff as directed by supervisor.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
- Essential Job Functions & Other Important Duties
Essential Job Functions:
- Provides appropriate information to the public and department heads.
- Screens and handles routine correspondence, e-mails, and calls.
- Process departmental mail
- Conducts research activities and projects as assigned.
- Communicates with other City officials and department heads as requested by supervisor.
- Schedules supervisors calendar, organizes meetings, tracks projects, correspondence or complaints assigned to other department heads for response.
- Provides administrative support to senior staff including handling routine correspondence, scheduling of calendars, organizing meetings, making travel arrangements, registering senior staff for conferences, seminars and tracking their assigned projects.
- Organizes and maintains central file management database.
- Handles files, documents, retention, storage or deleting of information and records.
- Orders department supplies, equipment and furniture.
- Processes departmental purchase orders and check requests.
- Edits final department documents and mailings and places printing orders.
- Resolves issues with vendors and suppliers including billing issues.
- Notarizes documents for public and employees.
- Assists with preparation for public meetings including compiling the agenda, information packets, backup materials, posting of meeting notices, taking minutes and preparing official copies of minutes of public meetings.
Other Important Duties:
- Maintains personnel records, files, timesheets, leave and payroll.
- Provides backup support for other staff as needed.
- Travels to attend meetings, conferences and training.
- Performs other related duties as assigned.
- Regular and consistent attendance for the assigned work hours is essential.
- Job Requirements
Required Knowledge and Skills:
- Knowledge of business administration and advanced secretarial practices and procedures.
- Knowledge of public relations and customer service practices and procedures.
- Knowledge of computers and related equipment, hardware and software applicable to area of assignment.
- Knowledge of research and report development of routine administrative issues including legal, financial and survey data.
- Knowledge of City management policies and procedures.
- Skill in effective oral and written communications.
- Skill in preparing, editing, and developing responses to politically sensitive or confidential correspondence.
- Skill in prioritizing, tracking, and managing projects, assignments and duties.
- Skill in resolving customer complaints and concerns.
Preferred Education, Experience, and Certifications:
- Associates Degree in Business Administration, Public Administration or related field, and three (3) years advanced secretarial, public relations, political science, or related experience, one (1) year of which is in an administrative secretarial role; or equivalent combination of education and experience.
- May be required to have specialized certification depending on area of assignment.
- Must pass a pre-employment drug screening and/or post-offer physical exam.
- Must possess State of Texas Driver's License.
- Environmental Factors & Conditions/Physical Requirements
Environmental Factors and Conditions/Physical Requirements:
- Work is performed in an office setting.
- May be subject to exposure to irate or angry individuals.
This work typically requires the following physical activities to be performed. A complete description of the activities below is available upon request from Human Resources.
(Required to perform essential job functions)
Balancing - maintain equilibrium to prevent falling while walking, standing, or crouching.
Repetitive Motion - substantial movements of wrists, hands, fingers.
Speaking - expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
Fingering - picking, pinching, typing, working with fingers rather than hand.
Stooping - bending body downward, forward at waist, with full motion of lower extremities and back.
Talking 1- expressing ideas by spoken word.
Hearing 1 - perceiving sounds at normal speaking levels, receive information.
Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
Mental Acuity - ability to make rational decisions through sound logic, deductive reasoning.
Work performed is primarily:
Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.
- Equipment utilized includes personal computer, copier, calculator, fax machine, two-way radio, cellular telephone, multi-line telephone and other standard office equipment.