What are the responsibilities and job description for the Administrative Assistant position at City of Georgetown, TX?
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Under general direction, provides complex and confidential administrative support to the Parks and Recreation department. Handles customer inquiries and complaints; service requests for park maintenance; and approves and processes park rentals and park event permits. Responsible for cemetery sales and maintains database for cemetery record management. Reviews and keeps current with City ordinances and park rules related to park areas and trails for general use and parks event permits. Reviews department’s website and social media pages to keep current on departmental programs and events. Work is performed with broad latitude for the exercising of initiative and independent judgment.
Applicants are encouraged to attach a cover letter and resume.
ESSENTIAL FUNCTIONS:
- Provides appropriate information to the public and department heads.
- Handles and/or screens supervisor’s correspondence, e-mails, and calls.
- Conducts research activities and projects as assigned.
- May serve as staff liaison for various boards, commissions or corporations, essential functions include, preparing meeting materials; coordinating, preparing and posting all agendas according to the Open Meetings Act; preparing minutes for approval; serves as Secretary of Record maintaining official, accurate records and minutes of meetings and actions; coordinates board actins for City Council meetings; prepares packet for actions moving to City Council; coordinates communicating between Staff and Board members; composes, drafts and edits correspondence.
- Communicates with other City officials and department heads as requested by supervisor.
- May schedule supervisor’s calendar, organizes meetings, tracks projects, correspondence or complaints assigned to other departments heads for response.
- Approves purchase orders and other items specifically delegated by supervisor.
- Coordinates work activities with other City departments.
- Maintains, updates, reviews and research files, records and databases.
- Assists in policy and procedure, budget, and contract development, specifically, receives and processes all Park rental requests.
- Reviews all policies and procedures for renting facilities with the client. Sets up rental contracts, collects rental fees and deposits, and issues keys and equipment for rentals. Determines deposit withholding and processes refunds
- Prepares travel and training authorizations and requisitions.; creates expense reports for travel.
- Reconciles credit card states, invoices, and prepares them for accounts payable.
- May oversee and assist staff with technical and administrative support duties in the daily operation and management of the office.
- Maintains records, ensuring that all records are retained, stored, and destroyed in accordance with the Texas State Library Schedules and the Department/Division Records Retention Plan.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
Education, training and Experience Guidelines
High School diploma or equivalent. Three (3) years of full-time office experience, including secretarial or accounting experience. OR Any combination of experience and training that provides the required knowledge, skills and abilities.
Sixty (60) semester hours from an accredited college or university is preferred.
Knowledge of:
- Business administration and advanced administrative support practices and procedures.
- Public relations and customer service practices and procedures.
- Research, analysis, interpretation, and report development of complex administrative issues including legal, financial and survey data.
- City management policies and procedures.
- Applicable rules, regulations, and policies.
- Related legislative and legal practices and procedures.
Skill in:
- Communicating effectively, both orally and in writing.
- Handling high-level administrative issues.
- Analyzing and solving work-related problems.
- Composing, reviewing, and editing technical documents, materials, and reports.
- Establishing and maintaining effective working relationships.
- Supervising and delegating working.
- Using office equipment, including computers and various software programs.
- Preparing, editing, and developing responses to politically sensitive or confidential correspondence.
- Prioritizing, tracking, and managing multiple projects, assignments, and duties
- Resolving customer complaints and concerns.
- Interpreting and explaining policies and procedures.
- Developing and recommending new methods or courses of action to solve problems.
LICENSES AND CERTIFICATION REQUIREMENTS
Valid Class C Texas driver’s license
Notary Public or must become a Notary Public within six (6) months of date of hire.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, crouching, bending, vision, hearing, talking, use of foot controls.
Hiring Range: $21.26 - $26.63, hourly.
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Salary : $21 - $27
