Administrative Assistant- City Secretary

Under general supervision, performs a variety of skilled administrative functions for area/department of assignment; provides administrative support to assigned personnel; prepares various types of correspondence, reports, and documentation; maintains departmental records and files; conducts general accounting duties; and performs other specialized duties relative to area of assignment.  The level of work required is considered intermediate.  This role typically reports to a department Director, Assistant Director or Manager.  This job does not have any direct reports.  This position has the ability to develop/advance to the Senior Administrative Assistant based on ability to meet the increasing senior level qualifications of that position. The following 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.  Some of the duties listed may not be performed by all departments.Â

• Provides administrative support and assistance to the department and/or other designated departmental personnel.
• Assists with: providing customer service in person and via the telephone; responding to public inquiries and providing information regarding departmental policies, procedures, programs, facilities, and/or municipal services and greeting departmental/City visitors; Assists the general public with reservations and/or registrations; receives and logs service calls and/or customer complaints.
• Prepares and/or distributes correspondence, memoranda, agenda items/packets, reports, forms, and other assigned documentation; schedules meetings, appointments, and/or hearings; assists in coordinating special events or other departmental activities as assigned.
• Prepares responses to open records requests.
• May be responsible for coordinating various board and commission activities including meeting arrangements, packet deliveries and preparation of minutes from various boards and commissions.
• Updates and maintains departmental filing systems, databases, lists, and assigned payroll, personnel, and accounting records.
• Processes various types of personnel documentation including employment applications and human resources/worker's compensation forms, training records, workers' compensation forms, and incident/accident reports.
• Processes various types of municipal applications and permits; responds to related inquiries; collects and processes payments and fees; issues receipts and/or permits.
• Assists with functions such as payroll processing and account payable on an as-needed basis.
• Performs general accounting duties; balances cash drawer, prepares bank deposits, and generates daily cash reports; maintains and reconciles petty cash, if applicable.
• Monitors and maintains office supplies and equipment/parts inventories for area of assignment; orders office supplies, uniforms, name badges, and/or business cards.
• Processes and prepares invoices, purchase orders, payment requests, receipts, and deposits.
• Provides assistance in annual budget preparation and/or tracking of expenditure; performs project accounting as assigned.
  
  

Education and Experience

Associate's degree; AND three (3) to five (5) years administrative support experience; OR an equivalent combination of education and experience.

Required Licenses or Certifications

• Must possess a valid Texas Driver's License.
• Depending upon department/area of assignment, certification as a Notary Public License is preferred; Ability to obtain and maintain Notary Public certification is required within a specified timeframe.
  
  

Knowledge, Skills And Other Requirements

• General office practices and equipment, including standard computer software applications. Possesses and applies intermediate internet skills.
• Records management principles and standards.
• Basic accounting principles and practices.
• City policies and procedures. Departmental operations relative to area of assignment.
• Service oriented and flexible to meet changing business needs. Customer service standards and protocol.
• Strong written and oral communication skills. Correct English grammar, composition, spelling, punctuation, and vocabulary.
• Coordinating and performing a variety of skilled administrative functions as described under the Primary Duties section.
• Establishing and maintaining cooperative working relationships with City employees, officials and the general public.
• Maintaining and enforcing all aspects of security of confidentiality of information, documents and records.
• Exhibits good judgment and professional etiquette.
• Ability to organize, set priorities, effectively manage time and demands and make independent judgments.
  
  

Physical Demands / Work Environment:Â

• Work is performed in a standard office environment subject to sitting, standing, bending, and reaching for extended periods of time; and must be able to pull, push, lift, and carry items weighing up to forty (40) pounds.
• Must be able to work some evenings as required for meetings.
• May be required to work immediately before, during or immediately after an emergency or disaster.
• NOTE: Â This position is designated safety and/or security sensitive.