Senior Administrative Assistant (Operations)

Under general supervision of the EDC Operations Supervisor, the EDC Senior Assistant provides complex and confidential administrative support to the EDC Operations Supervisor and team members.   Incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

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:

• Serves as backup support to Administrative Assistant to conduct opening and closing procedures of office, answering phones, greeting visitors and preparations for office meetings.

• Performs administrative tasks such as screening, routing, and answering correspondence, assisting the public by investigating and resolving problems and/or complaints.

• Assists with the preparations, setup, onboarding, and training for new staff across the entire organization.

• Assists the Secretary to the FEDC Board of Directors in preparing, posting and distributions of meeting agendas, packets, narratives, materials and minutes for board meetings and other meetings as required, organizational coordinator for online agenda system.

• Assists the Secretary to the FEDC Board of Directors with the logistics and preparing of materials for onboarding and training of current and new FEDC Board of Directors.

• Establishes and maintains systems and procedures for records management and storage, coordinates with City Secretary regarding record retention, filing systems, protection and security of files & records and transfer/disposal according to retention schedules. Serves as Liaison for the EDC Department.

• Coordinates and ensures the maintenance, upgrading of and training on applicable technological systems, software (Microsoft Office Suite, Salesforce, OnBase, Munis, Kronos, etc.), office equipment and databases for the entire organization.

• Assists with obtaining quotes for department equipment and services, and processing Munis entries for department purchasing. Monitors open purchase orders, periodically notifies managers of balances, and submits budget transfer in Munis as needed.

• Responsible for preparing and submissions of check requests, and other financial reconciliations sent to Finance Department for payment.

• Reviews and prepares payments for contracted services, tracks payments against contracted services and services provided.

• Assists in developing and maintaining budgets, financial statements, and related records.

• Serves as a Kronos timekeeper, assists with staff schedules, training, staff entry and completion of timesheets, including PTO requests and timesheet approvals for payroll processing, for all personnel within the department.

• Prepares correspondence and related communications as directed.

• Assists in policy and procedure development, as well as defining standards of EDC services.

• Conducts research activities and projects as assigned.

Other Important Duties:

• Serves as a Notary Public.

• Provides backup support for other administrative staff as needed.

• Travels to attend meetings, conferences, and training.

• Regular and consistent attendance for the assigned work hours is essential.

• Performs other related duties as assigned.

• May be required to work some early morning hours, extended evening hours and weekends.

Required Knowledge, Skills, and Abilities:

• Business administration and advanced secretarial practices and procedures.

• Research, analysis, interpretation, and report development of complex administrative issues including legal, financial and survey data.

• City and department management policies and procedures.

• Professional customer service and public relations practices and procedures.

• Proficient use of computers and related equipment, hardware, and software applicable to area of assignment.

• Effective oral and written communications.

• Appropriate handling, preparing, editing, and developing responses to politically sensitive or confidential correspondence and information.

• Organize, prioritize, track, and manage multiple projects, assignments, and duties.

• Attention to details and avoid mistakes.

• Complete assignments with limited direction and supervision.

• Work well within a team and with group problem solving situations, use reason even when dealing with emotional topics.

• Knowledge of Open Meeting Act and Open Records Act.

• Knowledge of Records Retention Act.

• Knowledge of 4A Economic Development Sales Tax Legislation.

• Exhibit sound, accurate judgment and explains reasoning for decisions; include appropriate people in decision making process.

Education, Experience, and Certifications:

• Associate degree in business administration, Public Administration or related field, and five (5) years advanced secretarial, public relations, political science, or area of assignment experience, or equivalent combination of education and experience.

• Preference given to graduates of Basic Economic Development Course and Sales Tax Course.

• Must pass a pre-employment drug screen, criminal background check and MVR check.

• Must possess valid State of Texas Driver's License.

Environmental Factors and Conditions:

• Work is performed in an office environment.

• May be exposed to hostile or angry clients.

Physical Demands:

• This work typically requires the following physical activities to be performed.  A complete description of the activities below is available upon request from Human Resources.