Job description
This position works Monday-Thursday, 7:30 a.m. to 5:30 p.m.
Position Function
Under the direction of a Department Director or Designee, performs executive level administrative clerical responsibilities. Duties include, but are not limited to: record keeping; work order management and quality control, drafting correspondence; employee timekeeping, website mangement; research; data compilation and spreadsheet analysis; guest services; procurement; attending and scheduling meetings; and making travel arrangements. Performance of duties requires the ability to work with confidential information.
Essential Duties
% of Performance
Performs executive level administrative clerical responsibilities. Duties include, but are not limited to: record keeping; work order management and quality control, correspondence; research; data compilation and spreadsheet analysis; employe timekeeping; website maintenance; guest services; procurement; attending and scheduling meetings; and making travel arrangements.
55%
Performs duties to coordinate to track the Department’s annual budget Duties include, but are not limited to collecting data and conducting research; coordinating and tracking the procurement of goods and services. Responsible for ensuring that Divisional budgets and procurement related duties are being performed and tracked in a timely and accurate manner.
10%
Performs duties to coordinate and prepare Open Records Requests. Duties include, but are not limited to: logging and tracking Department related requests; coordinating the timely and accurate collection of information needed to fulfill requests; and disseminating information through appropriate methods, including use of digital resoureces. Responsible to ensure that processes and procedures are accurately administered in accordance with State and Federal regulations, and that the appropriate personnel are properly notified and involved.
20%
Assists in the coordination and implementation of special projects. Duties include, but are not limited to: making presentations, procurement activities, research and data analysis, Power Point presentations, and assisting with project task coordination. May represent Director at meetings by making presentations or conveying information.
10%
Responsible to guide and lead lower level clerical staff, if assigned to do so. Responsible to ensure that City-wide and Departmental processes and procedures are properly implemented and that projects are being performed in an efficient and effective manner.
5%
Performs additional duties as assigned.
5%
Total:
105%
Physical Demand
Frequency
Balancing
O
Bending
R
Carrying
O
Climbing
R
Legend
Crawling
N
Crouching
R
C - Continuous
Fine Dexterity
C
Foot Controls
O
F - Frequently
Handling
F
Hearing
C
O - Occasionally
Kneeling
R
Lifting
O
R - Rarely
Pushing/Pulling
O
Reaching
F
N - Never
Standing
O
Sitting
C
Stooping
O
Twisting
O
Vision
C
Walking
F
Physical Demand Descriptions
(The following descriptions are provided as an example of potential physical and/or sensory activities and does not address the potential for reasonable accommodation; it is intended as general examples of possible physical/sensory demands that might occur during the performance of the position functions/duties, and are not intended to be all inclusive.)
Bending/Climbing/Balancing - 20lbs - picking up supplies, files, stairs, walking, carrying, standing, holding, etc.
Fine Dexterity - telephone, keyboard, calculator, computer work, typing, desk work, filing, etc.
Foot Controls - driving, walking, etc.
Hearing - customer interaction, telephone, staff, meetings, etc.
Lifting/Carrying - 20lbs - files, office supplies, work aids, books, office equipment, etc.
Pushing/Pulling/Reaching - supplies, files, retrieving, storage shelves, rolling carts, etc.
Standing - assisting customers and staff, meetings, etc.
Sitting - desk work, meetings, driving, etc.
Vision - writing, typing, filing, reading, proofing, etc.
Walking - to and from office, around office, to and from buildings, assisting customers, etc.
Machines, Tools, Equipment and/or Work Aids
(The following list is intended to provide examples of possible machines, equipment, tools and/or work aids that might be needed to perform position functions/duties and should not to be construed as a comprehensive or complete catalog. This list does not include and does not supersede any requirements with respect to safety or protective equipment, uniforms, apparel, gear or apparatuses required for the performance of any duties described herein.)
Computer, keyboard, software, phone, copier, fax, scanner, mobile technology (e.g. tablet computers, smart phones, etc.), vehicle, etc.
Environment
Duties are generally performed in an office environment. Possible exposure to dust, mold, electricity, and inclement weather (extreme heat or cold).
Requirements/Knowledge/Skills/Abilities
Required knowledge and experience is normally obtained through the completion of a High School Diploma or GED, and a mimum of five (5) years of work related experience in business, local government, specific department, or related field.
Certificate of completion from a professional course of study (e.g. Microsoft Office, Accounting, Office Management, etc.) is preferred.
Experience with asset, inventory and work order management systems, associated concepts and technical expertise is strongly preferred.
Ability to read, understand and write professional letters, memos, and contracts.
Ability to understand and develop spreadsheets and other job related analysis.
Ability to understand and develop computer models for cost analysis and compose financial and budgetary reports.
Ability to work outside normal business hours.
Ability to prepare/compose documents, letters, memos, Public Notices, etc.
Ability to work independently with limited direction.
Ability to work under high demands, short time constraints, and the pressure of a fast paced work environment, meeting established timelines/deadlines and multi-task effectively.
Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, and the general public.
Ability to perform research and analysis of reports, records, statistics, and other resources. Ability to develop spreadsheets, reports, and other job related analysis.
Competent in the use Microsoft Office (e.g. Word, Excel, Power Point, etc.).
Knowledge of business English, punctuation, and spelling.
Knowledge of the Texas Public Open Records Act, and Freedom of Information Act.
Must possess good oral and written communication skills, with the ability to communicate tactfully, impartially, and in a professional manner.
Must be able to utilize good organizational skills, accurate filing, and efficient record keeping practices.
Must have the ability to make sound decisions, problem solve, work well independently, and successfully work with confidential information.
Must possess a valid Texas Class C driver license.
Must pass all post offer pre-employment processes and/or procedures, to include but not limited to Drug Screen, Physical Examination, and applicable Background Checks.
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