Clerical/Admin - Administrative Assistant

Administrative Support Specialist

Under general direction of a department official, provides complex and confidential administrative support to a department head or chief official, including scheduling of calendars, tracking and following up on projects, reviewing mail, and organizing, coordinating and preparing for public and staff meetings, drafting correspondence and resolving complex complaints and issues. Supervises assigned department staff. The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Functions:

• Provides appropriate information to the public and department heads.
• Handles and/or screens supervisor's correspondence, e-mails, and calls.
• Conducts research activities and projects as assigned.
• Communicates with other City officials and department heads as requested by supervisor.
• Schedules supervisor's calendar, organizes meetings, tracks projects, correspondence or complaints assigned to other department heads for response.
• Provides administrative support to senior staff including handling correspondence, scheduling of calendars, organizing meetings, and tracking assigned projects.
• Approves payroll, purchase orders, and other items specifically delegated by supervisor.
• Completes preparation for public meetings including compiling the agenda, information packets, backup materials, posting of meeting notices, taking minutes and preparing official copies of minutes of public meetings.
• Coordinates work activities with other City departments.
• Maintains, updates, reviews and researches files, records and databases.
• Assists in policy and procedure, budget, grant and contract development.
• Oversees and assists assigned staff with administrative duties in the daily operation and management of the official's office.
• Counsels, disciplines, evaluates and directs assigned staff.

Other Important Duties:

• Maintains personnel records, files, timesheets, leave and payroll.
• Represents department as assigned by supervisor.
• Provides backup support for other staff as needed.
• Travels to attend meetings, conferences and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential

Required Knowledge and Skills:

• Knowledge of business administration and advanced secretarial practices and procedures.
• Knowledge of public relations and customer service practices and procedures.
• Knowledge of computers and related equipment, hardware and software applicable to area of assignment.
• Knowledge of research, analysis, interpretation and report development of complex administrative issues including legal, financial and survey data.
• Knowledge of City management policies and procedures.
• Skill in effective oral and written communications.
• Skill in preparing, editing, and developing responses to politically sensitive or confidential correspondence.
• Skill in prioritizing, tracking, and managing multiple projects, assignments and duties.
• Skill in effectively supervising and delegating duties to assigned staff.
• Skill in resolving customer complaints and concerns.

Education, Experience, and Certifications:

• Associates Degree in Business Administration, Political Science, Public Administration or related field, and five (5) years advanced secretarial, public relations, political science, or area of assignment experience, two (2) years of which is in a supervisory role; or equivalent combination of education and experience.
• May be required to have specialized certification depending on area of assignment.
• Must pass a pre-employment drug screening and/or post-offer physical exam.
• Must possess State of Texas Drivers License.

Environmental Factors and Conditions/Physical Requirements:

• Work is performed in an office setting.
• May be subject to repetitive motion such as typing, data entry and vision to monitor.
• May be subject to exposure to irate or angry individuals.
• May be subject to extended periods of mental concentration, research and analysis.
• May be subject to bending, reaching, kneeling and lifting such as retrieving or replacing files and records, and setting up for meetings and special events.

Equipment and Tools Utilized:

• Equipment utilized includes personal computer, copier, calculator, fax machine, two-way radio, cellular telephone, multi-line telephone and other standard office equipment.