Administrative Assistant II

Salary: $45,861.00 Annually
Location : Galveston, TX
Job Type: Full-Time
Job Number: 00982
Department: Information Technology
Opening Date: 04/03/2025

Description

• The purpose of this class is to provide high-level administrative support to the director and department management, playing an essential role in ensuring smooth operations throughout the department.

Job Responsibilities

• The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.
• Prepares varied and complex department documents, records, reports, memos and forms requiring knowledge of programs, policies and procedures. Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines. Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.
• Serves as liaison between department management and customers and section staff/employees; responds to questions regarding department activities and services; explains policies, procedures and operations; and follows up to obtain additional information.
• Performs research on policy, rules and regulations, and historical data.
• Maintains calendar for department leadership; schedules meetings and appointments; drafts memos; makes necessary travel arrangements; prepares and distributes agendas; and obtains requested audio-visual equipment.
• Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures; mailing lists.
• Performs payroll duties; monitors timesheets for accuracy; adjusts pension codes and corrects coding for employees; ensures entries are correct.
• Answers department and county operator telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Prepares outgoing mail.
• Prepares folders including Commissioner Court documents; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.
• Prepares expense reports and reimbursements.
• Manages departmental office supplies and equipment.
• Performs related work as assigned.

Minimum Qualifications

• Requires Associate's degree in business administration, finance, paralegal studies, information technology or closely related major.
• Requires two years of experience in administrative office management and excellent oral and written communications skills or closely related experience.
• Requires advanced proficiency in the Microsoft Office suite of products (Outlook, Word, Excel and PowerPoint).
• Ability to communicate effectively and professionally.
  Physical Demands/Work Environment:
• Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
• Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
• The work is typically performed sitting at a desk or table while intermittently sitting, standing, bending, crouching, or stooping. The employee occasionally lifts light and heavy objects.
• The work is typically performed in an office
• Emergency Preparedness Tier Level: 3

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