Administrative Assistant, 205, City Manager's

Administrative Support Position

Provides administrative and office support to a City department. Assists with payroll and budget processes, maintains personnel files, and conducts general administrative duties to maintain office productivity.

Essential Duties/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.

• Manages and processes payroll for the department; ensures proper documentation is processed and submitted in a timely manner.
• Oversees purchasing for the department; contacts vendors, prepares requisitions, and processes purchase orders.
• Assists with hiring process by opening requisitions for job postings and scheduling interviews.
• Prepares and processes travel for the department as needed.
• Assists with department calls and provides customer service. Assists employees with inquiries regarding HR policies and procedures.
• Performs bookkeeping functions, including recording financial transactions, managing accounts receivable and accounts payable, and preparing necessary documentation for transfers. Maintains department's petty cash, distribution, and inventory of assets; prepares and maintains reports and records.
• Assist in budget preparation and reporting.
• Assists with coordination of City Council agendas and meetings.
• Performs scheduling duties for the City Manager's office and City Hall meeting spaces, as needed.
• Coordinates administrative needs for City Council meetings and City Manager's Office meetings.
• May assist with coordination of City Committees under the department.
• Assists with special projects and Council Directives assigned to City Manager's Office.
• Performs related work as required.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Cash handling, accounting, and record keeping.
• City of Laredo policies, procedures, and processes.
• Modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400.
• English grammar, spelling, and punctuation.
• The methods and practices of assembling and analyzing data.

Skills and Abilities:

• Planning, organization, and time management.
• Customer service delivery.
• Performing a variety of duties, often changing from one task to another of a different nature.
• Maintaining attention to detail.
• Maintaining records, assembling and organizing data, and preparing report.
• Communicating clearly and effectively both orally and in writing, in the English and Spanish language.
• Building and maintaining effective working relationships with others.
• Maintaining good planning and organizational skills.
• Receiving and following directions from supervisor.
• Giving directions to and gaining compliance from assigned staff.
• Projecting a positive and professional image of the City of Laredo.
• Meeting schedules and deadlines of the work.
• Maintaining the confidentiality of information and professional boundaries.
• Performing strenuous work and routine work.
• Maintaining a valid Texas Driver License and a good driving record.
• Complying with all City of Laredo's policies and procedures.
• Maintaining 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.
• 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
• Warehouse environment

Seldom

• Outdoor environment
• Vehicles

Often

• Office or similar indoor environment

Exposures Position will require the