What are the responsibilities and job description for the Administrative Assistant I position at CIty of San Juan, Texas?
HOURLY: $12.87
JOB OBJECTIVES: Responsible for answering all incoming calls, greeting, providing information, coordinating, answering inquiries, obtaining/processing information and filing documentation that is confidential in nature for the Department of Human Resources. The individual will work under the direct supervision of the Assistant Director of Finance. This position has no supervisory responsibilities.
ESSENTIAL JOB FUNCTIONS:
- Operates telephones, screens and forward calls, provides information, and takes messages as appropriate with detailed information (via-email).
- Responsible for receiving and disseminating all incoming documents/mail by stamping. Will also prepare outgoing mail as appropriate.
- Greets citizens entering the Department of Finance and determines nature and purpose of visit, and directs them to specific destinations. Monitors the incoming visits by checking in.
- Updates and maintains the bulletin board by posting and removing outdated material.
- Assists in the planning and preparation of meetings and conferences.
- Makes travel arrangements and hotel reservations for staff and prepares travel forms.
- Monitor’s use of office supplies and equipment and maintains an adequate office supply inventory.
- Assists in the budget planning and preparation of the budget workshops.
- Assists in the reconciliation of Procurement Cards.
- Assists with journal entries.
- Assists with the preparation of the annual budget.
- Responsible for the filing system and scans documents as necessary.
- Performs other appropriate duties as required.
EQUIPMENT/MATERIALS: Capability to effectively use and operate various items of office related equipment such as, but not limited to, a personal computer, calculator, copier, typewriter, scanner, shredder and fax machine.
WORKING CONDITIONS/PHYSICAL DEMANDS: Must be able to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of members, residents, clients and contractors. May find the environment to be busy, noisy and will need excellent organizational, communication, time and stress management skills to complete the required tasks. May have to work irregular hours or shifts and some occasional travel may be required. There is little or no hazard to health or body in standard conditions with adequate lighting, heating and ventilation. There is little or no physical effort, requiring little movement and infrequent lifting greater than 5-15 lbs.
EDUCATION/SKILLS REQUIRED: Requires a High School Diploma or GED equivalent with a minimum of two (2) years of experience in a related field. Must have excellent grammar, writing, organizational and communication skills and be able to type a minimum of 50 wpm. Must also be computer literate and proficient in Microsoft Office, internet and email. Must have the ability to follow complex oral and written instructions and multi-task. Must possess a valid Texas driver’s license (Class C) with a satisfactory driving record. Preferred Qualifications: Bilingual (English/Spanish).
Salary : $13
