Sr. Administrative Assistant, (B251200-2), 207, City Manager's

Under direction, is responsible for performing a variety of highly responsible and complex administrative and secretarial duties for the City Manager and the City Manager's Office department. Duties include but are not limited to payroll support, securing travel arrangements when necessary, organizing and maintaining a filing system and submitting purchase requisitions for the City Manager’s Office.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.
 

• Schedules, manages, coordinates, and updates calendar appointments and events for City Manager, Deputy City Manager, and Assistant City Managers.   
• Maintains contract system log for all City contracts and MOUs for signature by the City Manager for full execution in a timely manner. Sorts and distributes all incoming HR & Finance forms, travel authorizations, payroll, memos, departmental correspondence, and mail for the City Manager’s Office.
• Screens and refers incoming calls, responds to complaints and requests for information from the public, community leaders, city officials, and employees; provides information on departmental services and functions. 
• Types and proofreads reports, letters, and memos for signature by the City Manager and compiles and disseminates departmental correspondence. 
• Assists with city council agendas and takes requests for agenda items from directors; coordinates City activities/events as necessary; conducts research and compiles data for special projects as assigned.  
• Assists with payroll, secures travel arrangements, organizes and maintains filing system, and submits purchase requisitions for the City Manager’s Office and Office of the City Council.    
• Is responsible for the coordination and ordering of food and supplies for the City Manager's Office.
• Interprets City policies and procedures, laws and regulations in response to inquiries and complaints; and refers as appropriate.
• Maintains and reconciles departmental expenses, statements and other records of financial transactions.
• Coordinates the development of the department's annual budget.
• Works directly with the City Manager on special projects as assigned.
• Assists in the development of the City's legislative agendas and priorities.
• Performs additional 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 Microsoft Office, agenda systems, and videoconferencing platforms.
• Knowledge of local, state, national, and international affairs.
• Knowledge of principles and practices of municipal government.
• Knowledge of City policy and procedures.
• Knowledge of English grammar, spelling, and punctuation.

Skills and Abilities:

• Skill in planning, organization, and time management. 
• Skill in prioritizing work and multitasking
• Ability to maintain attention to detail.
• Ability to maintain composure.
• Ability to analyze problems and recommend solutions 
• Ability to receive and follow directions from supervisor.  
• Ability to project a positive and professional image of the City of Laredo.
• Ability to establish and maintain effective working relationships. 
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.
• 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 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

 Sometimes

• Vehicles

 Often

• Office or similar indoor environment

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

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85 decibels such as heavy trucks, jack hammers, construction)

Sometimes

• Individuals who are hostile or irate

Travel
Position will require the employee to travel
 
Never

• National travel
• International travel

Seldom

• Local travel
• Regional travel

Required Education and Experience

• Bachelor's degree from an accredited* college or university in Business Administration, Public Administration, or related field
• At least five (5) years of experience in high level administrative support

       *Council of Higher Education Accreditation (C.H.E.A.)

Required Licenses or Certifications

• 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.

Salary : $46,114 - $57,658