Administrative Assistant

Class Title: Administrative Assistant         Job Code Number:  AS 2 – Salary Range: $32,262 – $52,551

Department: Administration                       Grade Number:

GENERAL PURPOSE

Under the administrative direction of the City Secretary, performs a variety of routine and complex secretarial and administrative tasks while performing the necessary duties for the day-to-day operations of the Administration Division.   

SUPERVISION RECEIVED

Works under the general supervision of the City Secretary

SUPERVISION EXERCISED

None

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist with the daily operations of the City Secretary’ Office
• Provides administrative support to City Manager, i.e., coordinate travel arrangements, maintains multiple calendar(s) of activities, meetings and various events, coordinates activities with city departments, the public and outside agencies
• Assist department liaisons with implementation and training related to records management
• Helps with preparation of Commission Chambers for Commission meetings, compiles staff presentations for viewing at the meetings
• Assist with compiling and distributing information for City Commission and other Boards and Commissions
• Assist with publication, codification, and distribution of City Ordinances
• Records official City documents with appropriate County or State Agency
• Scans documents, minutes, contracts, and agreements to Laserfiche for archiving
• Assist with the maintenance of the Commission/City Secretary and City Managers webpage
• Assist with coordination of municipal elections
• Responds to requests for Public Information in accordance with the Texas Public Information Act
• Responds to inquiries and complaints from residents, vendors, contractors, consultants
• Assist internal staff with request for information
• Assist in the preparation of a variety of studies and reports including researches and prepares proposals for management staff
• Assist in the development of notices, flyers, brochures, newsletter, media releases, social media posts, news articles, and other informational materials about programs and services
• Serves as backup for various clerical positions as assigned.
• Assist with other duties assigned by City Manager and City Secretary

DESIRED MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE:

1. Associates degree desired or graduation from high school or GED equivalent required; and
2. Two (2) years of general office and records management related experience; or
3. Any equivalent combination of education and progressively responsible experience,
4. Will be required to obtain a commission as a Notary Public in the State of Texas
5. Will be required to obtain Texas Municipal Registered Clerk certification within three (3) years.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:

Ability to communicate concisely and effectively, verbally and in writing with proficient use of English, spelling, grammar, and punctuation

Ability to establish and maintain good working relationships with elected officials, city staff, citizens, media and the general public

Ability to perform a wide variety of duties and responsibilities with accuracy and speed under pressure of time-sensitive deadlines

Ability to work under pressure and with frequent interruptions

Ability to avoid any conflict or appearance of conflict of interest in the performance of duties and responsibilities to include election related items

Ability to provide tactful and appropriate responses to inquiries from the public, city staff and other agencies

Skills in resolving citizen complaints and concerns

A working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; working knowledge of governmental accounting principles and practices.

Skill in operating office equipment; to include copiers, fax machines, multi-line telephones, binders, computers, printers, postage machine and other office related equipment.

SPECIAL REQUIREMENTS

Must be bondable.

TOOLS AND EQUIPMENT USED

Equipment utilized includes personal computer, Microsoft Office, fax and copier machine, calculator, scanner, postage machine, telephone, and other standard office equipment.

PHYSICAL DEMANDS

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

While performing the duties of the job, the employee is frequently required to sit, talk, and hear.  The employee is occasionally required to walk; use hands to operate, finger, handle or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

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 essential functions. The noise level in the work environment is usually moderately quiet. Work is performed in an office. Attendance at evening meetings is sometime required. May be subject to repetitive motion such as typing, data entry and vision to monitor. May be subject to bending, stooping, and lifting boxes.