Sr. Administrative Assistant, (A244110-6), 207, Administration & General

Job Description

Revised: 04/02/2024

Provides administrative and clerical support. Schedules appointments, assists with special projects, and maintains updated records of contracts and other relevant correspondence.

Essential Functions/ Job Competencies/ Physical Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Receives and processes invoices in an efficient and timely manner. Requests quotes from vendors and assists with billing questions or concerns.

• Assists with development and implementation of department records management program, including the efficient processing, recording, filing, and retrieval of necessary materials.

• Maintains inventory office/janitorial supplies and equipment for the department; ensures department personnel have necessary items.

• Prepares and maintains records and files of personnel; types memorandums, statements, letters, reports, and other documents.

• Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints.

• Performs related work as required.

• Recommends ways of improving Miscellaneous Receivables account processes.

• Attends Director Staff Meetings and City Council Meetings and be prepared to make presentations to City Management and Mayor and City Council as needed.

• Must follow all rules of telephone courtesy in all telephone communications.

• Must display professionalism and respect at all times to City staff and customers.

• Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• 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, such as ESO Solutions Software Program and WebEOC Software Program.

• Knowledge of English grammar, spelling, and punctuation.

Skills and Abilities:

• 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 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 project a positive and professional image of the City of Laredo.

• 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.

• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.

• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.

• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

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

• Confined space

Seldom

• Outdoor environment

• Vehicles

Sometimes

• Vehicles

Frequently

• 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)

• Communicable diseases

• Moving mechanical parts

• Fumes or airborne particles

• Toxic or caustic chemicals or substances

• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Sometimes

• Individuals who are hostile or irate

• Extreme heat (above 100 degrees)

Travel

Position will require the employee to travel

Never

• Regional travel

• National travel

• International travel

Seldom

• Local travel

Minimum Qualifications

Required Education and Experience

• Bachelor's degree from an accredited* college or university in Business Administration, Public Administration, or related field

• At least five (5) years of experience in high level administrative support

• Council of Higher Education Accreditation (C.H.E.A.)

Valid Licenses and Certifications

Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.