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Senior Administrative Assistant

1 month ago

Galveston, United States CITY OF GALVESTON Full time

Under general supervision, performs various advanced staff support activities. This level is distinguished from the Administrative Assistant classification by greater work variety, complexity and operational freedom. The incumbent will provide assistance with payroll processing and carry out various administrative activities for the Human Resources Department.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

  • Performs general office duties and provides a full spectrum of payroll and administrative support; assists with high priority assignments.
  • Serves as back-up support to the Payroll Specialist.
  • Maintains staff personnel records; distributes, collects and updates records as needed; maintains filing system.
  • Prepares various complex reports; compiles data; provides various analyses.
  • Conducts research for various projects and/or special assignments.
  • Performs procurement and purchasing activities; creates and approves requisitions; monitors purchase orders; researches and selects vendors; obtains vendor quotes; interacts with vendors regarding issues or problems.
  • Greets incoming residents or other visitors; determines the nature of the visit and provides exceptional customer service.
  • Assists with new hire orientations, open enrollment and various HR activities.
  • Answers incoming phone calls; provides information and/or routes calls to appropriate staff member.
  • Receives and distributes inter-office and postal mail.
  • Makes travel arrangements for staff; makes purchases as necessary.
  • Provides staff support to various committees and task forces; provides logistical services; takes and transcribes meeting minutes.
  • Orders office supplies, materials and equipment.
  • Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
  • Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS:

Knowledge:

  • City organization, operations, policies, and procedures.
  • Principles and practices of payroll processing.
  • City human resource policies and procedures.
  • Federal fair labor standards.
  • Business computers; word processing and spreadsheet software; and other general office equipment and computer applications.

Skill in:

  • Handling situations requiring diplomacy, fairness, firmness, and sound judgment.
  • Providing efficient customer service.
  • Understanding and applying City policies and procedures and applicable federal and state regulations.
  • Processing staff payroll with a high degree of accuracy.
  • Organizing and maintaining records.
  • Multi-tasking.
  • Establishing and maintaining cooperative working relationships with all levels within the City.
  • Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS:

High School diploma or equivalent; AND four years of experience in advanced staff support; may require one year of payroll support experience; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION:

Possession of a valid Texas driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is performed primarily in a standard office environment. May be required to lift and carry items weighing up to 30 pounds. May be required to climb ladders.

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