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Administrative Assistant
3 months ago
Position Summary:
Under limited supervision, performs clerical and clerical-administrative duties for the IT Administration, Fleet Service Center. Work involves preparing correspondence, reports, and other documents; screening and independently handling a variety of routine inquiries by telephone and in person; and maintaining a variety of records and files. Work also involves maintaining records of expenditures and assisting in budget preparations and preparing a variety of activity reports. Employee is responsible for assisting the It Director with a variety of special projects, and for addressing inquiries and requests from City employees. Employee is also responsible for handling all fiscal matters for the Department and preparing bid specifications for special projects.
Essential Job Functions (Must be performed with or without accommodations)
- Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes data in preparation of standardized reports.
- Performs administrative duties and compiles data for special projects or reports, as assigned, ensuring completion by specified deadlines and in accordance with established goals and objectives.
- Provides direction and work assignments to the IT Stafff.
- Prepares correspondence or types of materials from typed and handwritten copy, which requires use of a variety of complicated formats for preparing correspondence, reports, work orders, newspaper advertisements, meeting agendas, purchase orders, vehicle maintenance forms, etc.; assumes responsibility for accurate spelling, punctuation, format, and grammar.
- Establishes and maintains a variety of tangible files, filing and retrieving information as requested or otherwise necessary and assigning bid numbers.
- Manages Inventory Control for supplies used for maintenance of IT systems.
- Assist with telephone and visitors, receiving inquiries and providing information based on extensive knowledge of governmental programs and activities, or referring caller to proper officials, as appropriate; receives complaints; routes messages for Department personnel, as necessary.
- Assists in the preparation of the Department budget proposals and monitors periodic balance sheets to track expenditures and costs.
- Prepares requisitions for invoices; prepares purchase orders and check requests.
- Makes recommendations for routine personnel matters, including interviewing and training.
- Attends seminars, conferences, workshops, classes, lectures, etc., to enhance and maintain knowledge of trends and developments in the field of IT Administration; establishes and maintains effective working relationships with professionals in the IT field.
- Contacts Department personnel to relay messages and/or work orders.
- Adhere to all City policies and procedures as outlined in the Employee Handbook, in particular:
- Attendance & Safety Policies
- Appropriate business attire for office personnel
- Assists with the implementation of Departmental policies and procedures.
- Performs other related work as required
Education, Training, and Experience
- Graduation from high school and 3 to 5 years of clerical or secretarial experience; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
- Articulates with excellent interpersonal, problem solving, decision making and communication skills, both written and oral.
- Possession of a valid driver license issued by the State of Texas.
- Must acquire NIMS training according to job description.
Knowledge, Skills and Abilities
- General knowledge of the procedures and policies of the It Administration.
- General knowledge of modern office practices and procedures.
- Skill in the use of common office machines, including popular computer driven word processing, spreadsheet, and file maintenance programs.
- Ability to screen communications and, based on content, handle independently or route to proper source.
- Ability to independently handle requests for information from a variety of sources.
- Ability to develop and modify work procedures, methods, and processes to improve efficiency.
- Ability to maintain a variety of moderately complex records and to compile data from them.
- Ability to communicate effectively orally and in writing.
- Ability to exercise tact and courtesy in frequent contact with landowners and the public.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
EMERGENCY OPERATION CLASSIFICATION: Tier 1- Essential: Employees with specific responsibilities that remain in the City on the job alternatively, at a designated location during an emergency.
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