Sr. Administrative Assistant, 207, Administration

Administrative Assistant

Provides highly responsible executive-level administrative, operational, and project support to the Director of Human Resources and the Human Resources Administration Division. Coordinates and manages confidential administrative functions, departmental initiatives, City Council agenda processes, budget support activities, records management, interdepartmental communications, and strategic projects. Serves as the liaison between Human Resources, City departments, external agencies, and the public while ensuring compliance with applicable policies, procedures, records retention requirements, and municipal regulations. Exercises independent judgement, discretion, and professionalism in handling sensitive and confidential information.

Essential duties and responsibilities include:

• Providing advanced administrative support to the Human Resources Administration Division.
• Managing complex calendars, scheduling priorities, travel arrangements, meeting coordination, and executive correspondence for the Human Resources Director or designee.
• Screening, prioritizing, and responding to inquiries, correspondence, and requests requiring independent judgment and discretion.
• Coordinating departmental meetings, executive briefings, presentations, and strategic planning sessions.
• Preparing professional correspondence, reports, presentations, memoranda, briefing materials, spreadsheets, and other administrative documents.
• Coordinating preparation, review, routing, and submission of Human Resources-related City Council agenda items, resolutions, contracts, and supporting documentation.
• Tracking agenda deadlines and coordinating approvals with the City Manager's Office, Budget Department, Purchasing, and City Attorney's Office.
• Maintaining records of approved agenda items, council actions, and follow-up assignments to ensure timely implementation and compliance.
• Assisting with departmental strategic planning initiatives, operational projects, organizational studies, and special assignments.
• May assist with departmental projects and monitor timelines, deliverables, and reporting requirements.
• Assisting in developing departmental procedures, administrative practices, and workflow improvements to enhance operational efficiency.
• Conducting research and compiling data related to HR programs, compensation, benefits, recruitment, organizational trends, and benchmarking initiatives.
• Assisting with preparation, monitoring, and reconciliation of the departmental budget, including personnel, operational, training, and contractual expenditures.
• Monitoring expenditures and preparing budget adjustments, transfers, and supporting documentation as needed.
• Coordinating procurement-related administrative functions, including purchase requisitions, invoices, contracts, and vendor correspondence.
• Coordinating departmental records management activities in accordance with records retention schedules, City policies, and applicable laws.
• Serving as departmental liaison for Public Information Act requests and coordinating document retrieval, review, redaction, and submission with the City Attorney's Office.
• Maintaining confidential personnel, legal, and administrative records in compliance with applicable federal, state, and local regulations.
• Assisting with compliance tracking related to audits, accreditation reviews, reporting requirements, and internal controls.
• Serving as a liaison between Human Resources and City departments, external agencies, vendors, elected officials, and the public.
• Responding to inquiries regarding departmental operations, policies, procedures, and council actions.
• Maintaining professionalism, confidentiality, and diplomacy when handling sensitive or complex matters.
• Providing administrative coordination and support for department-wide initiatives, including but not limited to recruitment campaigns, employee engagement initiatives, benefits open enrollment, classification and compensation studies, and training programs.
• Providing backup administrative support to other Human Resources divisions as needed.
• May coordinate onboarding logistics, departmental events, and employee recognition activities.
• Maintaining and updating electronic filing systems, databases, tracking logs, and reporting systems.
• Utilizing agenda management software, Microsoft Office Suite, and other technology platforms to support departmental operations.
• Generating reports, spreadsheets, and data summaries for executive leadership and operational planning.
• Screening office visitors and telephone calls; may receive and route incoming mail; provides information and responds to complaints.
• Will be required to drive a City vehicle for city business use.
• Performs related work as required.

Competencies for successful performance of job duties include:

• Knowledge of records management and the Texas Public Information Act.
• Knowledge of project coordination and administrative operations.
• Knowledge of confidentiality requirements related to personnel and legal records.
• Knowledge of department policies, procedures, and practices.
• Knowledge of public relations and communications.
• Knowledge of basic accounting principles and financial management, such as budget preparation and cost monitoring.
• Knowledge of modern office procedures and methods including computers and applicable software.
• Knowledge of English grammar, spelling, and punctuation.
• Skill in planning, organization, and time management.
• Skill in performing a variety of duties, often changing from one task to another of a different nature.
• Skill in customer service delivery.
• Ability to exercise sound judgment and discretion in handling confidential and sensitive matters.
• Ability to coordinate multiple high-priority assignments with competing deadlines.
• Ability to analyze administrative procedures and recommend process improvements.
• Advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, and Outlook.
• Ability to communicate effectively with executive leadership, elected officials, and external stakeholders
• Ability to receive and follow directions from supervisor.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to establish and maintain effective working relationships.
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.
• Ability to communicate clearly and effectively both orally and in writing.
• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

Work environment/conditions and physical demands:

Physical effort requirements:

Position will have the following exposures:

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.

Work environment locations:

Position will require the employee to work in the following types of work environments:

• Never: Street environment (near moving traffic), Construction site
• Seldom: Outdoor environment, Confined space, Vehicles, Warehouse environment
• Often: Office or similar indoor environment

Exposures:

Position will require the employee to be exposed to the following environmental elements:

Never:

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Seldom:

• Moving mechanical parts

Sometimes:

• Individuals who are hostile or irate

Travel:

Position will require the employee to travel:

Never:

• National travel
• International travel

Seldom:

• Regional travel

Sometimes:

• Local travel