SENIOR ADMINISTRATIVE ASSISTANT Category: Full-Time
Status: Open
Hourly: Min $23.93 - Mid: $29.91
Published: May 14, 2025
Closing: Until filled
DEFINITION Organizes the daily operations of the City Secretary Office and the City Council. Provides skilled technical support to the City Secretary's Office and City Council. Performs a variety of complex and often confidential administrative duties for the same.
DISTINGUISHING CHARACTERISTICS This position is distinguished from the Secretary classes by the more complex, responsible and sensitive administrative duties related to its functioning as administrative assistant to the Office, including during emergencies and disasters.
SUPERVISION RECEIVED AND EXERCISED Receives limited supervision from the City Secretary, functional supervision from the Deputy City Secretary and Open Government Analyst. The position required initiative, independent thinking, and problem solving skills.
ESSENTIAL JOB FUNCTIONS Adheres to City attendance, punctuality, and department dress code policies to present a professional appearance. Should exhibit appropriate grooming and attire for the position and responsibility. Adheres to all City safety policies to prevent unnecessary or unreasonable risk of injury to self, others, or property.
Duties may include, but are not limited to, the following: - Provide administrative support in the creation of correspondence, preparation of ceremonial documents, composition of agenda meeting materials, and similar duties as assigned.
- Inventory and order supplies, maintain conference room and council chamber, coordinate City Council and other designated meetings, and pick up food for meetings as required.
- Attend various meetings after hours, as required.
- Participate in the development, recommendation, and implementation of Office goals and objectives.
- Assist in municipal elections and be qualified to be appointed as deputy Early Voting Clerk and Assistant Tabulation Supervisor.
- Coordinate City Council and office mail, and departmental travel arrangements; field telephone calls, receive and direct visitors, and refer inquiries as appropriate.
- Exercise discretion in confidential matters.
- Use of office software and web-based platforms in the conduct of offices duties.
- Assist in the preparation of the budget; process purchase requisitions, purchase orders, check requisitions and invoices; reconcile and maintain budget spreadsheets for the City Secretary's Office and City Council.
- Manage and process of all alcohol/liquor licensing, and solicitor permits and registrations.
- Participate in records management administration, records disposition, and records retention.
- Assist the Open Government Analyst process public information requests.
- Participate in office research as required.
- Greet office visitors and maintain a neat and orderly workroom and office area.
- Serve as additional Records Liaison for the City Secretary's Office.
- Perform related duties and special projects as assigned.
- Attend trainings as assigned, which may involve travel outside work hours, and share knowledge with staff to consider implementation and develop best practices.
PHYSICAL REQUIREMENTS For indefinite periods of time - mobility within an office environment; writing; walking; typing; twisting body; stooping; standing; squatting; sorting; sitting; seeing; filing; reading; decision making; lifting and carrying up to 20 pounds; reaching above shoulder level; using both hands for simple and firm grasping; clarity of hearing; communicating clearly and effectively, in person and by telephone; fine finger manipulation; operation of office equipment, computers, copiers, fax machines, telephone, and a motor vehicle through city traffic.
QUALIFICATIONS Knowledge of:
- Windows 2010, Office 365 and its applications.
- Appropriate usage of the English language, grammar, spelling, and punctuation.
- Modern office methods, procedures, equipment, and business letter writing.
- Principles of supervision, training, and performance evaluation.
Ability to:
- Compose correspondence.
- Communicate clearly and concisely, both orally and in writing.
- Learn department policies, procedures, organization and operating details.
- Be appointed as a Texas Notary Public.
- Interpret and apply administrative and departmental policies, and rules.
- Understand and communicate technical information.
- Operate a personal computer, calculator and fax machine.
- Type at a professional level.
- Work independently in the absence of supervision.
- Compile and maintain complex and extensive records and prepare reports.
- Work with frequent interruptions and changes in priorities.
- Analyze situations carefully and adopt effective courses of action.
- Manage conflicts and concerns.
- Understand and carry out oral and written directions.
- Recognize potential resources and tap into professional networks, and utilize a variety of prospective.
- Recognize opportunities for process improvement.
- Perform assigned responsibilities.
- Exercise discretion in all matters.
- Exhibit leadership with elected officials, city employees and the public.
- Establish and maintain effective working relationships with city employees and the public.
- Excellent leadership, communication and coaching skills, team building, and a strong customer service orientation.
TRAINING AND EXPERIENCE Three to five years of increasingly responsible clerical/administrative experience in which clerical work was a major duty.
PREFERRED BUT NOT REQUIRED Governmental work experience. Bachelor's degree.
LICENSES AND CERTIFICATES Possession of a valid Texas Driver's License
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that required of the employee for this job.
Duties, responsibilities and actions may change at any time with or without notice.
Pay Range: $23.93 - $29.91 per hour