Senior Office Assistant, (B256042-2), 202, IDCU COVID

This position is grant funded. Therefore, it is solely dependent on availability of grant funds. 

Provides administrative support to City of Laredo Public Health Department. Answers phone calls, schedules appointments, assists with benefits applications, and prepares reports.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Oversees administrative processes, such as payroll, accounts receivables/payable, leases, grant management, invoices, requisitions, work orders, etc.; maintains and distributes supplies and inventory.  
• Gathers data, compiles reports, and disseminates information; maintains records and documentation.
• Processes payroll for department employees.
• Provides customer to patrons and staff.  
• Coordinates program(s) or processes within department, including intake, approval, processing, and reporting, in addition to preparing related policies and procedures.  
• Will be required to drive a City vehicle for City business use.
• Performs other duties as assigned.

• Maintains the reception area at all times. 
• Provides customer service to all visitors and guest, including answering general inquiries, greeting visitors and keeping a visitor log. 
• Answering phone calls and routing them accordingly to other City offices. 
• Taking messages for offices as needed when departments are not available. 
• Oversee delivery of packages and correspondence. 
• May maintain conference rooms calendars and organize general filing systems.
• May prepare and type memos, reports and requisitions.  
• May assist in research development for the department. 
• Performs other duties as assigned. 

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of modern office procedures and methods including computers and applicable software, such as AS400 and Microsoft Office
• Knowledge of English grammar, spelling, and punctuation
• Knowledge of bookkeeping, cash handling, and arithmetic
• Knowledge of program requirements
• Knowledge of advanced clerical practices and procedures
• Knowledge of City of Laredo policies, procedures, and ordinances

Skills and Abilities:

• Skill in planning, organization, and time management 
• Skill in customer service delivery
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Skill in conflict resolution and problem solving
• Ability to organize data, prepare reports, and maintain records
• Ability to build and maintain effective working relationships with others.
• Ability to communicate clearly and effectively both orally and in writing.
• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to effectively communicate both orally and in writing in the English language and orally in the Spanish language.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations Position will require the employee to work in the following types of work environments
 
 Never

• Street environment (near moving traffic)
• Construction site
• Confined space 
• Warehouse environment

Seldom

• Outdoor environment
• Vehicles

Often

• Office or similar indoor environment

Exposures Position will require the employee to be exposed to the following environmental elements
 
Never

• Extreme cold (below 32 degrees)
• Moving mechanical parts
• Toxic or caustic chemicals or substances
• Loud noises (85 decibels such as heavy trucks, jack hammers, construction)

Seldom

• Individuals with known violent backgrounds
• Extreme heat (above 100 degrees)
• Communicable diseases

Sometimes

• Individuals who are hostile or irate
• Fumes or airborne particles

 
Travel Position will require the employee to travel
 
Never:

• Regional travel
• National travel
• International travel

Sometimes:

• Local travel

Required Education and Experience

• High School diploma or G.E.D. equivalency
• At least two (2) years of experience of office work 

Proof of TB Test/Screening will be required to be presented prior to employment.     

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment. 

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.

Salary : $15