Administrative Assistant

Administrative Assistant - City SecretaryJob Class: 6506Department: City SecretaryReports to: City SecretarySummary: Under basic supervision, performs a variety of responsible administrative, technical support, and customer service duties, using knowledge of the operations and policies of City and assigned department.Essential Functions:Performs administrative and technical support functions for assigned department, requiring understanding of local government operations and City services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills.Performs experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, payroll, accounting, and research.Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the assigned Department.Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.Compiles information and materials for special assignments and projects.Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, board attendance, and administrative documents.Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.Purchases and distributes supplies, and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, board applications, and other documents; retrieves and releases information according to City procedures.Explains City rules, policies, and procedures.Arranges and schedules appointments and meetings; assists with the annual budget process.Screens visitors and phone callers; resolves issues and complaints as appropriate.Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.Delivery of City documents to elected officials, pick up necessary office supplies or other materials for the office.Minimum Qualifications:Education, Training and Experience Guidelines: High School Diploma or GED required; AND two years' clerical and computer experience. Knowledge of:Policies, rules, and regulations covering specific areas of assignment.City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.Operations, services, and activities performed by assigned department.Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.Methods and techniques of researching and compiling data for reports and presentations.Customer service principles, protocols, and methods.Business computers and standard MS Office software applicationsSkill in:Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.Interpreting and explaining policies and procedures of assigned department.Researching and compiling data for reports and technical documents.Dealing tactfully and courteously with the public.Following verbal and written instructions and procedures.Entering data with high levels of accuracy and productivity.Establishing and maintaining cooperative working relationships with co-workers.Communicating effectively verbally and in writing.License and certification requirements: A valid Driver's License is required. Notary public is desirable.Physical demands and working environment: Work is performed in a standard office environment.