Job Description

Job Description

Job Description

Pay: $23.43 min to $28.11 mid per hour

Under general supervision and reporting to the Director, performs highly responsible executive support, project management and administrative functions for the Department; manages sensitive and confidential issues, and coordinates meetings and calendars of high-level decision makers.

• Independently plans and coordinates administrative support functions and services; provides administrative management of sensitive and confidential issues; exercises initiative and considerable independent judgment in performing administrative functions.
• Ensures that action items are properly processed, managed, and resolved; prepares information necessary for administrative decisions and implementation of policies and decisions; responds independently to inquiries when appropriate.
• Assists with budget development, processes payments and tracks expenditures. Coordinates travel arrangements, and pays fees, if applicable, for the Management Staff.
• Works closely with the City Secretary in processing Public Information requests. Handles Notary Public certificates for public needs and signature verifications.
• Maintains calendars and resolves complex meeting schedules; coordinates meeting rooms and resources; coordinates development of meeting agendas, action item lists and presentation materials.
• Conducts assigned projects and research studies; identifies and resolves problems; coordinates with community groups and manages Department initiatives and Department events; tracks Department issues and assures the effective communication of operational information.
• Composes and edits correspondence, newsletters, and other documents on a wide variety of subjects requiring knowledge of Department procedures and policies; updates and tracks a variety of electronic and paper files, records, reports, and related documents.
• Maintains file integrity and confidentiality by monitoring records and assuring compliance to Department policies and procedures; assures the accuracy of the electronic and paper filing systems.
• Provides information and assistance to constituents, visitors and others having business with the Department; explains nature of programs, policies, procedures, and services.
• Maintains the absolute confidentiality of all records and information; refers matters requiring policy interpretation to the Chief or their designee as applicable, for resolution.
• Complies with City policies and procedures.
• Responds outside of normally scheduled work hours in response to special events, natural disasters, emergencies, or critical incidents as determined by the City.
• Maintains the integrity, professionalism, values, and goals of the City by assuring that all rules and regulations are followed, and that accountability and public trust are preserved.
• Cooperates with co-workers professionally to accomplish work efficiently and effectively.
• Has regular, predictable attendance; attendance is a factor in continued employment with the City.
• Performs other duties as assigned or required.

MINIMUM QUALIFICATIONS:
Education and Experience:

• Associate degree in English or an associate degree in a related Liberal Arts area with an emphasis in writing and editing;
• AND four (4) years administrative support experience, including two years executive support;
• OR an equivalent combination of related education, experience, or demonstrated abilities or proficiencies that result in a candidate successfully performing the essential functions of the job.

Required Licenses or Certifications:

• Must possess a valid Texas Driver’s License.
• Notary Public Certification or the ability to obtain it within six (6) months.

Required Knowledge of:

• All aspects of executive-level administrative responsibilities.
• Professional standards for business correspondence, writing, spelling and grammar.
• Business and personal computers, and spreadsheet software applications (e.g., Microsoft Word, Excel, PowerPoint, Outlook).
• Customer service standards and protocols.
• Record keeping, records retention and file maintenance principles and procedures.

Required Skill in:

• Working independently and as a team member, maintaining composure and confidentiality, and working effectively in a high-pressure environment with changing priorities.
• Reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, procedures, administrative orders, and other governing regulations.
• Using initiative and independent judgment within established procedural guidelines.
• Planning, prioritizing, and completing assignments with minimum supervision.
• Analyzing problems and identifying solutions.
• Assessing and prioritizing multiple tasks, projects and demands.
• Writing complex reports and correspondence from brief instructions.
• Establishing and maintaining effective working relationships with co-workers, general public, elected officials, special interest groups, advocates, and representatives from other regional agencies.
• Providing effective customer service and dealing tactfully and courteously with the public.
• Effective communication, both verbal and written.

Physical Demands / Work Environment:

• Work is performed in a standard office environment.
• Ability to lift/carry twenty-five (25) pounds, bending, stooping, and reaching as needed to file, sitting and/or standing for extended periods of time.

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