Administrative Assistant

Summary

Essential Functions/Knowledge, Skills, & Abilities

• Answers telephone calls and greets visitors: ascertains and tracks nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
• Provides assistance or backup coverage for other employees or departments as needed.
• Coordinates, arranges, and schedules meetings and appointments and monitors and assists with calendars for all department conference rooms.
• Monitors inventory of department supplies and forms: ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains price quotes and prepares purchase requisitions.
• Processes incoming/outgoing mail: sorts, organizes, opens, stamps, and/or distributes incoming mail; receives/signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail.
• Creates, maintains, and updates departmental databases: receives departmental forms/applications and enters data into computer database; updates current status of data in computer; generates computer reports.
• Ensures office common areas and conference rooms are neat, presentable and organized.
• Ensures proper operation of office equipment by completing preventive maintenance as required, calling for repairs when needed and maintaining equipment and supplies inventories.
• Prepares, tracks and updates time sheets resolving discrepancies and submitting final time sheets to payroll for bi-weekly payroll processing for the department.
• Copies and distributes forms, reports, correspondence, and other documentation.
• Coordinates, prepares and schedules travel arrangements for staff and assures proper accounts are charged. Completes required documentation for per diem and reconciliation reimbursements.
• Coordinates open records requests process for Public Information Requests and provides record drawings to public as needed.
• Receives payment of various fees or services: records transactions and issues receipts; posts payments into computer; balances revenues and forwards revenues as appropriate.
• Posts/updates departmental information on City/departmental web page, bulletin boards, or other locations.
• Communicates with supervisor, employees, other departments, City officials, board/committee members, vendors/service providers, contractors, consultants, applicants, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Coordinates the scheduling of department training meetings and special events as directed including preparing and placing catering orders, meeting/event room setup and cleanup as needed.
• Performs data entry functions by keying data into computer system: enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Complies with all written City policies and procedures.
• Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.
• Performs other functions as required.

• Ability to embrace and embody the City’s core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
• Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• Ability to produce desired work outcomes, including quality, quantity, and timeliness.
• Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
• The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Ability to build professional relationships with internal staff and customers.
• Detail-oriented with exceptional organizational skills.
• Ability to prioritize given tasks and work efficiently towards completing them.
• Offer flexibility and adaptability, especially during times of change.
• Communicate effectively both orally and in writing.

Required Qualifications

• Must pass a drug screen and background check.
• Must have Class C Texas Driver’s License

Physical Demands/Supplemental

The City offers a full complement of benefits:

Health Insurance

• Medical, Dental, Vision Insurance
• Health Savings Account (HSA), Flexible Spending Medical and Childcare Account (FSA)
• Mental Health Care and Employee Assistance Program (EAP)
• City-paid and Voluntary Life Insurance
• City-paid and Voluntary Long Term Disability Insurance
• Supplemental Insurance through Aflac

• Legal Services through Legal Shield
• Tuition Reimbursement (up to $10,000 per year)
• Wellness Program (earn up to $600 per year)

• Texas Municipal Retirement System (TMRS)
  • Mandatory 7% employee contribution
  • City match 2:1
  • 5 year vesting
  • Retire after 20 years of service, or age 60 with 5 years of service
• 457(b) Deferred Compensation Plans

• Paid Vacation (80 hours per year for new hires; tiered increases after 2 yrs)
• Sick Leave (135 hours per year for yourself and immediate family)
• Paid Parental Leave (80 hours for birth, adoption, or placement of a child in foser care)
• Ten Paid Holidays
• Personal Day
• Optional compensatory time for hourly employees
• Compensatory time for salaried employees