Administrative Assistant II (Temporary)

Administrative Assistant

Under direction, is responsible for performing a wide variety of professional administrative duties in support of the activities and services of an assigned department; coordinates office services and provides information and assistance to the public regarding the assigned department or division. Working Conditions are primarily in an office environment. May exercise direct supervision over assigned staff.

This position is an "unclassified" position and has no disciplinary appeal rights to the Municipal Civil Service Commission. This position is likewise subject to at-will employment status and can be terminated at any time for any reason. Work Location World Heritage Center - 3106 Roosevelt Ave, San Antonio, TX (78214) Work Hours 9:00 a.m. - 6:00 p.m., Wednesday - Sunday; Additional evening hours may be required for facility operations and events

Essential Job Functions

• Prepares correspondence for communication with other City departments as well as the public.
• Assists in providing a variety of responsible duties involved in coordinating the administrative operations of the assigned department or division.
• Assists in the formulation of policies and procedures for the assigned department; ensures compliance with current City and department rules and regulations.
• Participates in the preparation of the department budget; assists with monitoring and reviewing expenditures; provides information to appropriate department staff.
• Monitors inventory of office supplies; reviews purchase requisitions and requests for payments.
• Assists in coordinating administrative personnel functions; assists in initiating personnel requisitions; monitors overtime and attendance records; assists in preparing and monitoring employees' payroll.
• Researches, compiles and analyzes data for special projects and various reports; prepares reports outlining progress of projects; documents, problems and issues.
• May oversee operations of a warehouse including inventory control, purchasing materials and tools and ensuring inventory procedures are implemented.
• May supervise clerical and administrative staff in general office operations.
• May prepare public relations data, brochures and handouts.
• May organize and maintain filing systems; maintain records related to specific areas of assignment.
• May respond to and resolve difficult and sensitive citizen inquiries and complaints.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

• Two (2) years of college from an accredited college or university.
• Two (2) years of administrative experience.

Preferred Qualifications:

• Experience working in a cultural venue or museum.
• Experience with cash handling and operating a point of sales system.
• Experience with community engagement with diverse communities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with using Smartsheet or similar data tracking software.
• Proven ability to manage attendance data, track multiple budgets, and maintain digital files.
• Availability to work weekends and evenings to support on-site event schedules.

Applicant Information

• Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.

Knowledge, Skills, and Abilities

• Knowledge of basic accounting principles and practices.
• Knowledge of principles and practices of organization and management.
• Knowledge of English usage, spelling, and punctuation.
• Knowledge of research and statistical methods.
• Knowledge of modern office practices, procedures, equipment and, depending on the individual job requirements, clerical techniques.
• Ability to operate a computer keyboard and other basic office equipment.
• Knowledge of business mathematics.
• Knowledge of techniques and methods of research and data collection.
• Knowledge of record keeping procedures and practices.
• Knowledge of applicable Federal, State and local laws and regulations.
• Knowledge of principles of community relations.
• Knowledge of mathematics and statistics.
• Skill in using a personal computer and associated software programs.
• Ability to learn principles and procedures of personnel administration.
• Ability to learn purchasing procedures and policies.
• Ability to learn assigned department procedures, policies, activities and services.
• Ability to learn research and data collection methods and techniques.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Ability to perform responsible programs and office administration duties.
• Ability to understand the organization and operations of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to interpret and apply administrative and departmental policies and procedures.
• Ability to compile data and prepare routine reports.
• Ability to research, analyze and summarize data.
• Ability to work independently in the absence of supervision.