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Under general direction, provides complex and confidential administrative support to a department, which may include scheduling calendars, tracking and following up on projects, reviewing mail, organizing, coordinating, and preparing for public and staff meetings, drafting correspondence, and resolving complex complaints and issues. Work is performed with broad latitude for the exercising of initiative and independent judgment.

Applicants are encouraged to attach a resume and cover letter.

ESSENTIAL FUNCTIONS:

• Provides appropriate information to the public and department heads.

• Handles and/or screens supervisor’s correspondence, e-mails, and calls.

• Conducts research activities and projects as assigned.

• May serve as staff liaison for various boards, commissions or corporations, essential functions include, preparing meeting materials; coordinating, preparing and posting all agendas according to the Open Meetings Act; preparing minutes for approval; serves as Secretary of Record maintaining official, accurate records and minutes of meetings and actins; coordinates board actins for City Council meetings; prepares packet for actions moving to City Council; coordinates communicating between Staff and Board members; composes, drafts and edits correspondence.

• Communicates with other City officials and department heads as requested by supervisor.

• Schedules supervisor’s calendar, organizes meetings, tracks projects, correspondence or complaints assigned to other department heads for response.

• Approves purchase order and other items specifically delegated by supervisor.

• Coordinates work activities with other City departments.

• Maintains, updates, reviews and research, files records and databases.

• Assists in policy and procedure, budget, and contract development.

• Prepares travel and training authorizations and requisitions; creates expense reports for travel.

• Reconciles credit card statements, invoices, and prepares them for accounts payable.

• May oversee and assist staff with technical and administrative support duties in the daily operation and management of the office.

• Maintains records, ensuring that all records are retained, stored, and destroyed in accordance with the Texas State Library Schedules and the Department/Division Records Retention Plan.

• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

Education, training and Experience Guidelines

High School diploma or equivalent. Three (3) years of full-time office experience, including secretarial or accounting experience. OR Any combination of experience and training that provides the required knowledge, skills and abilities.

Sixty (60) semester hours from an accredited college or university is preferred.

Knowledge of:

• Business administration and advanced administrative support practices and procedures.

• Public relations and customer service practices and procedures.

• Research, analysis, interpretation, and report development of complex administrative issues, including legal, financial and survey data.

• City management policies and procedures.

• Applicable rules, regulations, and policies.

• Related legislative and legal practices and procedures.

Skill in:

• Communicating effectively, both orally and in writing.

• Handling high-level administrative issues.

• Analyzing and solving work-related problems.

• Composing, reviewing, and editing technical documents, materials, and reports.

• Establishing and maintaining effective working relationships.

• Supervising and delegating work.

• Using office equipment, including a computer and various software programs.

• Preparing, editing, and developing responses to politically sensitive or confidential correspondence.

• Prioritizing, tracking, and managing multiple projects, assignments, and duties

• Resolving customer complaints and concerns.

• Interpreting and explaining policies and procedures.

• Developing and recommending new methods or courses of action to solve problems.

LICENSES AND CERTIFICATION REQUIREMENTS

• Valid Class "C" Texas driver’s license required. Out-of-state license holders must have a valid license and provide a three-year driving history.
• Notary Public or must become a Notary Public within six (6) months of the date of hire.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, crouching, bending, vision, hearing, talking, use of foot controls.

Hiring Range: $21.26 - $26.63, hourly.

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Regular-Full time

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!