Administrative Assistant for Planning and Inspections

Job Description

Job Description

Primary Duties:Under basic supervision, performs administrative duties for the Director of Planning and Inspections. The Administrative Assistant performs a variety of complex, responsible, and specialized administrative and office support functions. This position requires attention to detail and the ability to multitask throughout the day.Essential Functions:Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Essential duties and responsibilities may include, but are not limited to, the following:Provides a variety of administrative, organizational, and technical support duties for the Assistant Director; works independently and makes appropriate decisions based on work experience and training. Duties may vary according to job assignment and individual skills.Supervises departmental administrative workflow; applies specific knowledge of policies and procedures to organize and coordinate work.Answers questions where judgment, knowledge, and interpretation of City policies, procedures, and regulations are necessary; respond independently to inquiries and resolve problems and customer service issues within the scope of authority.Maintains calendars and travel schedules, and coordinates meeting rooms.Composes and creates letters, memoranda, and official documents from general direction, standard formats, copy, rough drafts, and agenda items. Monitors and reviews accounting, budgets, and expenditures.Maintains department files; research files and computer databases; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; enters and retrieves data in records management systems; updates manual and computerized records and tracking systems; ensures all administrative actions follow City policy.Supports the relationship between the City of Pecos and the public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information.Driving is an essential function of the job.Knowledge:City organization, operations, policies, and procedures.City administrative policies, including accounting, budgeting, payroll, and personnel rules.Professional standards for business correspondence, including writing, spelling, and grammar.Customer service standards and protocols.Principles of recordkeeping, records retention, records management, and file maintenance.Principles and guidelines related to censorship and confidentiality.Skills:Working independently; maintaining composure and confidentiality; and performing effectively in a professional environment with changing priorities.Using initiative and independent judgment within established procedural guidelines.Planning, prioritizing, and completing assignments with minimal supervision.Writing professional reports and correspondence from brief instructions.Dealing courteously with the public and others seeking information about City functions and activities.Operating a personal computer using standard and specialized software and entering information into a computer system.Following verbal and written instructions.Communicating effectively, both verbally and in writing.Minimum Qualifications:High School Diploma or equivalentAn associate degree in business or a related field is preferred, along with two years of public sector administrative support experience; or an equivalent combination of education and experience.Must possess a valid Texas driver's license.Physical Demands:Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.The Town of Pecos City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.Please be advised that the Town of Pecos City is a drug-free workplace. All candidates with job offer are required to complete a pre-employment drug screening and background check.