Senior Administrative Assistant

GENERAL DESCRIPTION OF POSITION

Provides senior level administrative support within the Department; coordinates support activities for area of assignment; prepares correspondence and other documentation; maintains departmental records and files; schedules and coordinates meetings, special events, and functions for the department; performs a variety of general accounting duties; coordinates and conducts special projects; and performs other routine and/or specialized duties relative to area of assignment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Coordinates and provides senior-level administrative support to assigned senior management personnel:

   • Answers, screens, and directs incoming calls; documents and disseminates phone messages and departmental mail; greets and assists office visitors; maintains assigned calendars; schedules meetings and appointments.

   • Makes conference, training, travel arrangements, and creates itineraries

   • Responds to various types of inquiries regarding departmental operations, programs, services, and policies.  Researches, follows up, and assists in resolving public issues, concerns, and complaints.

   • Creates and/or prepares correspondence, forms, files, labels, and/or other types of documentation; prepares reports, presentations, press releases, bid documents, contracts, and/or other documentation; notarize documents; books and coordinates department facility use.

   • Plans and organizes meetings, creates agendas, and arranges for and organizes meals as required.  

   • Utilizes various citywide software applications to enter and analyze data, run reports, and extract data; updates and maintains departmental records, files, databases, and spreadsheets.

   • Updates and maintains departmental policies, procedure manuals, web pages, databases, personnel records, and filing systems; email library news to department; conducts research as requested.

   • Coordinates the purchase of departmental office supplies; monitors and maintains supply inventories.

   • Coordinates facility repairs.

2. Conducts a variety of accounting duties:  

   • Prepares purchase requisitions and processes vendor invoices for payment.

   • Processes budget change orders for existing purchase orders.

   • Processes requests for checks for vendors and employees.

   • Maintains financial records for area of assignment and records check numbers and dates to verify payments.

   • Backup to reconcile P-card accounts.

3. Schedules, plans, coordinates, and oversees special events for the department and community.

4. Arrange/organize meals for meetings & special events
   • Set up/break down meetings with meals
   • Picks up meals; if necessary
5. Tries to resolve public issues, concerns, complaints instead of just forwarding to others

6. Public Information/Open Records Requests:

   • Coordinates public service announcements and press releases for the department with the Communications Department; assists with content and scripts for video.   

   • Prepares brochures, newsletter articles, etc.  

   • Responsible for updates to departmental web pages and social media, working in collaboration with the communications department.  

   • Coordinates media requests and responses; schedules interviews through the communications department.

   • Designated Employee Liaison for Open Records Request.

7. Miscellaneous:

   • Mygovernementnow - access software to determine permit status and download submittals for staff review
   • Development Tracking Spreadsheet - maintain and provide updates to developers
   • Warranty Tracking Spreadsheet - maintain and send out notification to staff
   • Website - check status monthly and notify staff behind on updates

8. Perform any other related duties as required or assigned.

• Must be able to set priorities according to the deadlines set by situation or needs of others in/out of the department.

• High school diploma or equivalent is required. 
• Four (4) years of clerical/administrative experience is required.
• A valid Texas Driver's License with an acceptable driving record is required. 

• Texas Notary

• Must be able to read/comprehend departmental policies and procedures; must have the ability to read/prepare correspondence, reports, meeting minutes, forms, and other types of documentation relative to area of assignment.
• Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, vendors, and the general public.

Salary : $23 - $29