11 Executive Services Assistant Jobs in Bryan, TX
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Executive Services Assistant
$46k-61k (estimate)
Full Time | Public Administration
3 Months Ago
City of Bryan is Hiring an Executive Services Assistant Near Bryan, TX
Position Information
Posting Number
2024228
Position Title
Executive Services Assistant
Position #
7844
FLSA
Non-Exempt
Classification Type
Administrative/Clerical
Department
Executive Services
Job Type
Full Time
Work Schedule
Monday-Friday; 8am-5pm
Hiring Pay Rate
$18.00-$21.00/hour (Depending on Qualifications)
Posting Opening Date
04/15/2024
Posting Closing Date
Job Summary
Under general supervision, performs a wide variety of complex, responsible, and confidential administrative duties in direct support of executive management staff within the City Manager’s Office.
Essential Job Functions
- Responds to telephone, e-mail, or in-person inquiries for the City Manager’s Office from citizens, City Council, City staff, and others; exercising discretion in determining the nature of such inquiries and where and how they may be most appropriately expedited.
- Composes, types, reviews, and edits a variety of correspondence, reports, memoranda, presentations, forms, invitations, and other documents often of a highly sensitive and confidential nature.
- Assists with maintaining department calendars; schedules meetings, appointments, conferences, training, and travel arrangements, as needed.
- Processes invoices and other Executive Services expenses.
- Processes payments for specific projects and/or departments as required.
- Assists executive management staff with special projects and other related duties as needed.
- Takes and prepares minutes for various boards, committees, and commissions.
- Conducts and composes various studies, surveys and other special projects as needed.
- Performs records management for the department by organizing and maintaining paper and electronic records and files, scanning documents into City’s imaging system (LaserFiche), and ensuring compliance with records retention guidelines.
- Provides general administrative/clerical support including data entry, filing, copying, scanning, faxing, ordering office supplies, and processing incoming/outgoing mail.
- Relieves the Executive Services management team of routine administrative and clerical details as neded.
- May be required to coordinate and/or attend various meetings and functions for public and/or employee participation, and assists with preparations as needed.
- Provides backup assistance for Office Coordinator and works closely on daily tasks.
- Responds regularly and promptly to work.
Minimum Qualifications
Required:
- High School Diploma or GED, plus additional experience, training, and/or course work in business, public, or office administration.
- Must possess at least four (4) years of directly related office experience performing administrative, clerical, financial, or similar office support responsibilities in a professional office environment.
Preferred:
- Additional higher education such as an Associate’s/Bachelor’s degree or completion of a vocational program in office administration.
- Experience directly supporting executive-level staff and/or managing an office.
Equivalent combinations of education, experience, certification, and training may be considered.
Knowledge, Skills & Abilities
Knowledge of:
- Proper public contact and telephone etiquette.
- Business letter writing and report preparation.
- Principles and procedures of record keeping.
- Accounts payable/receivable.
Ability to:
- Plan, coordinate, organize, analyze and perform responsible, detailed and complex administrative support work using independent judgment and personal initiative.
- Work in a highly visible office with frequent interruptions.
- Present a professional appearance and demeanor.
- Exercise discretion, initiative, and independent judgment.
- Maintain the confidentiality of sensitive files, data, and materials accessed, discussed, or observed while working with City staff.
- Tactfully respond to requests and inquiries from the staff and the general public via telephone, email, and in person.
- Organize work, meet critical deadlines, and follow up on assignments with minimal direction.
- Effectively operate office technology with expertise in applicable programs.
- Compose, prepare and review a variety of correspondence, reports, and other documents.
- Conduct research and gather and evaluate data when needed.
- Establish and maintain basic and complex records, documents and files.
- Perform responsibilities with a high degree of accuracy and attention to detail.
- Promote a customer service focus and cooperative public relations.
- Demonstrate satisfactory performance and attendance.
- Abide by City and department administrative directives, policies, and procedures.
- Establish and maintain cooperative working relationships with diverse groups, including City employees, managers, executives and elected officials, other agencies, and members of the public.
Skills:
- Strong personal computer skills, including the ability to efficiently utilize a variety of office equipment. Must be proficient with Microsoft Office (Word/Excel/PowerPoint/Outlook) and able to promptly learn other job-specific programs as needed.
- Strong verbal and written communication skills, with the ability to communicate with tact and diplomacy.
- Strong customer service skills, including the ability to handle escalated customer inquiries.
- Strong spelling, grammar, punctuation, vocabulary, and basic business arithmetic skills.
- Strong planning, organizational, problem-solving, and time management skills.
Licenses, Certifications & Special Requirements
- Texas Class C driver’s license with a good driving record as measured by the City’s evaluation system.
- Certified Administrative Professional (CAP) preferred, but not required.
Physical Demands
Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, driving, bending, reaching, twisting, pushing, pulling, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 25 pounds.
Working Conditions
Work is performed primarily in an office setting or a well-lighted and temperature-controlled working environment.
Equipment
Work shall be performed with tools, appliances and equipment approved by those agencies and bodies that have control, authority or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations.
Equipment may include but is not limited to: Multi-line telephone, computer, printer, fax, copier, scanner, calculator and vehicle.
Equipment may include but is not limited to: Multi-line telephone, computer, printer, fax, copier, scanner, calculator and vehicle.
Additional Notes/Instructions for Applicants
This job description is not intended to be construed as an exhaustive list of responsibilities, duties, and skills required. City management has exclusive rights to alter this job description at any time without notice.
Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an ‘at-will’ relationship.
Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an ‘at-will’ relationship.
Quicklink for Posting
https://www.bryantxjobs.com/postings/3928
Job Summary
JOB TYPE
Full Time
INDUSTRY
Public Administration
SALARY
$46k-61k (estimate)
POST DATE
02/18/2024
EXPIRATION DATE
06/16/2024
WEBSITE
bryantx.gov
HEADQUARTERS
BRYAN, TX
SIZE
500 - 1,000
FOUNDED
1886
CEO
CHICK HERRIN
REVENUE
$50M - $200M
INDUSTRY
Public Administration
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About City of Bryan
2008 population: 70,000
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