Senior Administrative Assistant

Under minimal guidance, performs a variety of skilled administrative functions for area of assignment; prioritizes and manages multiple administrative tasks and projects; and performs other specialized duties relative to area of assignment.  Anticipates and proactively supports department needs.  May direct workflow of and provide coaching to other administrative staff.  The level of work required is considered advanced.  This role typically reports to a department Director. Exceptions to the reporting structure may be made with the approval of the Assistant City Manager. This job does not have any direct reports.  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.   
 

• Provides senior level administrative support and assistance to the department and/or other designated departmental  team members.  
• Performs routine as well as some complex, diverse and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices. Prioritizes and manages multiple administrative tasks and projects.
• Anticipates the needs of senior/executive management and is proactive in addressing them; uses problem solving, decision making, and analytical skills to troubleshoot, make recommendations, and take actions on data and information of mid-level complexity.  Coordinates and conducts special projects as assigned.  
• Assists City staff with projects and special events and acts as a liaison between departments.
• Provides 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.
• Coordinates various board and commission activities including meeting arrangements, packet deliveries and preparation of minutes from various boards and commissions.
• Coordinates budget preparation and monitor budget compliance; recommends strategies and resource allocation to ensure program effectiveness; oversees administrative program budget; supervises purchasing functions by reviewing and approving all department purchases to ensure compliance with city policies; maintains the Department’s payroll.
• Processes various types of  team members documentation including employment applications and human resources/worker’s compensation forms, training records, workers’ compensation forms, and incident/accident reports.
• Assists with functions such as payroll processing and account payable on an as-needed basis. Processes and prepares invoices, purchase orders, performs general accounting duties; balances cash drawer, prepares bank deposits, and generates daily cash reports; maintains and reconciles petty cash, as applicable.
• Updates and maintains departmental filing systems, databases, lists, and assigned payroll,  team members, and accounting records.
• Monitors and maintains office supplies and equipment/parts inventories for area of assignment; orders office supplies, uniforms, name badges, and/or business cards.
• Performs other specialized duties relative to area of assignment as assigned or required.

MINIMUM QUALIFICATIONS:
Education and Experience:
Bachelor’s degree; AND  five (5) to seven (7) 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.

 

 Required Knowledge and Skills:

• 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.  
• Demonstrated ability to work with all levels of staff and management; 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.
• Possesses and applies extensive problem solving and decision-making skills; Exhibits excellent judgment and highly professional etiquette.
• Ability to organize, set priorities, effectively manage time and demands and make independent judgments.
• General office practices and equipment, including standard computer software applications. Possesses and applies strong internet skills; Records management principles and standards.
• Basic accounting principles and practices. 

 
Physical Demands / Work Environment:  

• 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:  This position is designated safety and/or security sensitive.

Salary : $21 - $25