Senior Administrative Assistant

Description

Summary of Duties: Perform a wide variety of administrative, office management, customer service-related duties, and support to the assigned department. Duties include but not limited to clerical, customer service, scheduling, reporting, mail distribution, and invoice processing.

General Duties

Essential Duties and Responsibilities:

• Provide a high level of customer service to internal and external customers by answering questions and providing information on matters related to the assigned department.
• Independently perform office support duties for the department including maintain files, route incoming and outgoing mail, make copies, send faxes, printing labels, and other miscellaneous administrative support activities.
• Greet visitors and direct them to appropriate area or person or handles personally.
• Route incoming mail. Locates and attaches appropriate documents and routes to appropriate staff.
• Composes and types routine correspondence. Prepare outgoing correspondence and information packets.
• Prepares departmental reports and presentation materials as requested.
• Organizes and maintains department office supply, printed material inventory and other required departmental materials.
• Attends a variety of meetings related to departmental and interdepartmental activities and programs.
• Maintains records and develops tracking systems for activities specific to the department.
• Monitor invoices and budget tracking; reconcile petty cash.
• Recommend improvements in workflow, procedures and use of equipment and forms.
• Perform special projects for management staff, either conducted within the department or interdepartmentally. Conducts research, assesses and evaluates findings, and present findings to management. Identifies resource needs and develops action plan; set up plans and procedures for achieving objectives.
• Performs other duties as assigned.
  
  

Specific To Parks Administration

• Provide a high level of customer service to internal and external customers by answering questions and providing information on matters related to the assigned department.
• Independently perform office support duties for the department including maintain files, route incoming and outgoing mail, make copies, send faxes, printing labels, and other miscellaneous administrative support activities.
• Greet visitors and direct them to appropriate area or person or handles personally.
• Route incoming mail. Locates and attaches appropriate documents and routes to appropriate staff.
• Composes and types routine correspondence. Prepare outgoing correspondence and information packets.
• Prepares departmental reports and presentation materials as requested.
• Organizes and maintains department office supply, printed material inventory and other required departmental materials.
• Attends a variety of meetings related to departmental and interdepartmental activities and programs.
• Maintains records and develops tracking systems for activities specific to the department.
• Monitor invoices and budget tracking; reconcile petty cash.
• Recommend improvements in workflow, procedures and use of equipment and forms.
• Perform special projects for management staff, either conducted within the department or interdepartmentally. Conducts research, assesses and evaluates findings, and present findings to management. Identifies resource needs and develops action plan; set up plans and procedures for achieving objectives.
• Performs other duties as assigned
  
  

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, and crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Good: Relatively free from unpleasant environmental conditions or hazards. Office environment and little physical effort are required.

The noise level in the work environment is usually moderate.

Qualifications

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: Associate Degree (A. A.) or equivalent from two-year College or technical school.

Experience: Three (3) years of related experience and/or training; or equivalent combination of education and experience.

Licenses and Certifications: Must possess a Texas driver’s license within the first ninety (90) days of employment and meet the driver safety policy requirements.

Computer Skills: Must be proficient in MS Office.

Preferred Candidate

• Advanced knowledge of Tyler Technologies Work Order System.
• Intermediate to Advance skills with MS Office - Excel spreadsheets.
• Experience with Contract and Bid process.
  
  

The Woodlands Township is an Equal Opportunity Employer and values diversity at all levels of its workforce.