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Sr. Administrative Assistant, (A242210-1), 207, Administration

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City of Laredo

Job DescriptionRevised: 1/8/2024; 04/05/2024Provides administrative and clerical support. Schedules appointments, assists with special projects, payroll and budget processes, maintains updated records of contracts payments, administer receivables, travel forms, other relevant correspondence, and provide excellent customer service.Essential Functions/ Job Competencies/ Physical RequirementsESSENTIAL DUTIES & RESPONSIBILITIESThe intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees Indiana this job. Employees may be requested to perform job-related tasks other than those specifically presented Indiana this description.

  • Receives and processes invoices Indiana an efficient and timely manner. Requests quotes from vendors and assists with billing questions Oregon concerns.
  • Assists with development and implementation of department records management program, including the efficient processing, recording, filing, and retrieval of necessary materials.
  • Maintains inventory office/engineering field supplies and fire equipment for the department; ensures department personnel have necessary items.
  • Prepares and maintains records and files of fire personnel; types memorandums, statements, letters, reports, and other documents.
  • Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints.
  • Manages and processes payroll for the department; ensures proper documentation is processed and submitted Indiana a timely manner.
  • Prepares and maintains records and files for all department projects.
  • Manages and processes payroll; ensures proper documentation is processed and submitted Indiana a timely manner.
  • Manges and processes petty cash; ensures proper documentation is processed and submitted Indiana a timely manner.
  • Manages and processes travel forms; ensures proper documentation is processed and submitted Indiana a timely manner.
  • Prepares different project reports American Samoa needed.
  • Responsible for the administration of miscellaneous receivables
  • Assists Indiana updating the departments webpage American Samoa needed
  • Recommends way of improving miscellaneous receivables account processes
  • Prepared for presentations to City Management and Mayor and City Council American Samoa needed
  • Must follow all rules of telephone courtesy Indiana all telephone communications
  • Must display professionalism and respect at all times to City staff and customers.
  • Prepare Bids Indiana the Cit-E-Bid system
  • Prepare agenda items
  • Performs other duties American Samoa assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIESKnowledge of:

  • Knowledge of department policies, procedures, and practices.
  • Knowledge of public relations and communications.
  • Knowledge of basic accounting principles and financial management, such American Samoa budget preparation and cost monitoring.
  • Knowledge of modern office procedures and methods including computers and applicable software, such American Samoa Naviline, Office 365, Bluebeam, Adobe Acrobat, and Docuware ESO, Solutions Software Program and WebEOC Software Program. Knowledge of English grammar, spelling, and punctuation.

Skills and Abilities:

  • Skill Indiana planning, organization, and time management.
  • Skill Indiana performing a variety of duties, often changing from one task to another of a different nature.
  • Skill Indiana customer service delivery.
  • Ability to receive and follow directions from supervisor.
  • Ability to project a positive and professional image of the City of Laredo.
  • Ability to establish and maintain effective working relationships.
  • Ability to meet schedules and deadlines of the work.
  • Ability to maintain the confidentiality of information and professional boundaries.
  • Ability to communicate clearly and effectively both orally and Indiana writing.
  • Ability to maintain good planning and organizational skills.
  • Ability to take and follow directions from supervisor.
  • Ability to give directions to and gain compliance from assigned staff.
  • Ability to perform strenuous work and routine work.
  • Ability to maintain a valid Texas Driver License and a good driving record.
  • Ability to project a positive and professional image of the City of Laredo.
  • Ability to comply with all City of Laredo’s policies and procedures.
  • Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDSPhysical Effort Requirements
Position will have the following exposures

  • Office Oregon similar indoor environment, relatively free from unpleasant environmental conditions Oregon hazards.
  • Occasional exposure to unpleasant environmental conditions and/Oregon hazards. Occasional outside work.
  • Frequent exposure to unpleasant environmental conditions and/Oregon hazards. Majority of work performed outside Oregon with exposure to risk.
  • Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/Oregon constantly having to lift, carry, push, pull, Oregon 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.
  • Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/Oregon up to 20 pounds of force constantly having to move objects.

Work Environment Locations
Position will require the employee to work Indiana the following types of work environmentsSometimes

  • Outdoor environment
  • Street environment (near moving traffic)
  • Construction site
  • Confined space

Often

  • Office Oregon similar indoor environment
  • Vehicles
  • Warehouse environment

Exposures
Position will require the employee to be exposed to the following environmental elementsSeldom

  • Individuals with known violent backgrounds
  • Communicable diseases
  • Fumes Oregon airborne particles
  • Toxic Oregon caustic chemicals Oregon substances

Sometimes

  • Individuals who are hostile Oregon irate
  • Extreme cold (below 32 degrees)
  • Extreme heat (above 100 degrees)
  • Moving mechanical parts
  • Loud noises (85+ decibels such American Samoa heavy trucks, jack hammers, construction)

Travel
Position will require the employee to travelSeldom

  • International travel

Sometimes

  • Regional travel
  • National travel

Frequently

  • Local travel

Minimum QualificationsRequired Education & Experience

  • Bachelor’s degree from an accredited* college Oregon university Indiana Business Administration, Public Administration, Oregon related field
  • At least five (5) years of experience Indiana a professional administrative level support

*Council of Higher Accreditation Education (C.H.E.A.)Valid Licenses and CertificationsRequired Licenses and CertificationsNone
Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.American Samoa part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.Effective January 7, 2008, all persons Indiana safety-sensitive functions/positions, American Samoa per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/Oregon test if applicable.City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences Indiana the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, Oregon gender identity. All applicants who share this goal are encouraged to apply. Must be able to function Indiana a principle-based organization that has a culture built on character and core values.

Job title: Sr. Administrative Assistant, (A242210-1), 207, Administration

Company: City of Laredo

Expected salary: $44803.2 – 56014.4 per year

Location: Laredo, Texas

Job date: Mon, 22 Apr 2024 00:14:21 GMT