Administrative Assistant Ii - (Parks)

Essential Job Functions: Position is responsible for clerical and administrative activities for the Parks and Property Services Division, and to the Parks and Properties Manager; Assists Department Director as needed; composes and types correspondence, schedules meetings, receives phone calls/office visitors and prioritizes mail; responsible for timely submission of monthly departmental report and annual facility guide; responsible for requisitioning and purchasing of equipment and supplies; responsible for supply inventory; responsible for confidential material including employee files; prepares FMLA packets for employees; makes travel and training arrangements for department head, division manager and other employees; prepares and enters the payroll for the Parks and Property Services Division; ensures that accounts payable procedures and purchasing procedures are followed; assists in the preparation of the divisional/departmental budget; monitors division's budget and ensures proper monthly account expense allocations; assists in the preparation of brochures and other public information announcements; assists in developing division procedures, goals and objectives; interprets divisional, departmental and city policy for employees; coordinates daily data entry and maintains database for the division's Work Management System as well as supervises part-time WMS employee. Performs other duties as required.
Other Job Functions: Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

Knowledge: Thorough knowledge of secretarial practices and procedures; knowledge of business English, spelling, grammar, arithmetic and vocabulary; thorough knowledge of office practices, procedures, systems and equipment; knowledge of general municipal operations and organizations; thorough knowledge of microcomputers and associated software including word processing and spreadsheet processing software; knowledge of IBM iSeries (AS/400) financial, payroll and purchasing software preferred.
Skills/Abilities: Must exhibit a high degree of responsibility; ability to organize and distribute workloads; high degree of accuracy and attention to detail required; skilled in the use of PC, printers, software and other office equipment; must possess excellent interpersonal/public relations skills; ability to manage routine office details and make effective administrative decisions in accordance with established policies and procedures; ability to set up and maintain filing systems; ability to perform multiple tasks in a timely and efficient manner; ability to exhibit initiative and innovation and to work with little supervision; ability to communicate effectively, orally and in writing; ability to use 10-key calculator by touch; ability to exercise discretion in all matters; skilled in word processing, spreadsheets and the use of typewriters and other standard office equipment.
Physical Requirements: Constantly sees and hears; frequently carries and holds objects weighing up to 10 lbs., files, sorts, stands, types, walks; operates a PC, calculator and writes by hand, performs data entry, answers telephones, sits, twists body; infrequently lifts, pulls, pushes and drags object weighing up to 15 lbs., cleans, climbs, crawls, kneels, runs, squats and stoops.
Education/Experience: Graduation from high school or high school equivalency supplemented by courses/seminars in Business or Office Administration or related field; college degree preferred; minimum three (3) years in secretarial/administrative work or office management; some supervisory experience; experience with word processing and spreadsheet processing; or an equivalent combination of education and experience which provides the necessary knowledge, skills and abilities to perform the job.

Skills tests will be administered. Applicant selected for hire will be subject to a background investigation and drug/alcohol screen test.
The City of Beaumont provides equal employment opportunities (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, The City of Beaumont will provide reasonable accommodations for qualified individuals with disabilities. To request a reasonable accommodation or other assistance contact a Human Resources representative at (409) 880-3777 or through RELAY Texas at 1-800-735-2989 or mail your request to P.O. Box 3827, Beaumont, Texas 77704.
The City may consider all related education and/or experience in determining the applicant's minimum qualifications and starting salary.