Portfolio

Administrative Assistant

JOB SUMMARY:

Under direction of the Department Head; responsible for performing executive secretarial work requiring specialized knowledge of Administrative Management operation and familiarity with basic functions of all City departments; and perform related work as required.

 ESSENTIAL JOB FUNCTIONS:

Perform executive secretarial functions for an important phase of City operations requiring considerable discretion, confidentiality, and specialized knowledge. Communicate effectively and courteously with the public and other city employees. Make effective decisions without constant supervision; prioritize heavy workload effectively; assist the public, by telephone or in person, with questions requiring knowledge of policies and procedures; interact effectively with City council, City department heads and other City employees. Legibly handwrite telephone and verbal messages; screen calls; arrange and schedule various in-house and outside meetings. Prepare correspondence; prepare various completed reports; operate personal computer, typewriter and other office machines, such as calculator,  and fax machine. Pay bills for expenditures; type forms, charts, statements, letters and various legal documents as required; make necessary travel arrangements; search files; assemble information; compile statistics and maintain statistical records. Read proofs; post a variety of information from standardized media to various types of records; arrange, index and file cards, letters and documents; data entry (meter readings). Print and mail utility statements; reconcile bank statements; perform mathematical calculations; accept and receive monies; maintain inventory and replenish office supplies; radio dispatch; file and retrieve from four drawer file cabinet. Lift and carry 30 pounds of supplies or working materials; sit for extended periods of time while doing word processing or data entry.

OTHER JOB FUNCTIONS:

May be required to be a Notary Public; sort mail; may sit in on staff and council meetings when required; lift and retrieve records weighing up to 30 pounds; personal computer skills, use of internet, electronic mail, and network.

REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES:

High School Diploma; plus courses from accredited high school, college or Business College; college degree preferred; Must possess a valid Texas Driver’s License; Spanish language skills an asset.

EXPERIENCE, TRAINING, KNOWLEDGE AND SKILLS:

 Four years general secretarial work or utility field; understand and apply modern office methods, procedures and equipment; experience in prioritizing, planning and scheduling; work independently in the absence of specific instructions or supervision; operate personal computer equipment; use tact and diplomacy with the public and maintain effective working relationships with co-workers. Applications/resumes accepted until April 5th, 2019.