Part-Time Regular Administrative Assistant

Job Summary

GENERAL PURPOSE: Under general supervision, performs a variety of skilled administrative functions for IT department; provides administrative support to assigned team members; prepares various types of correspondence, reports, and documentation; maintains department records and files; conducts general accounting duties; gathers, interprets, and prepares data for studies, reports, and projects, and assists in the development of short- and long-range plans. The level of work required is considered intermediate. This role typically reports to a Department Director or Assistant Director. This job does not have any direct reports.

Primary Duties and Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. Some of the duties listed may not be performed by all departments.

• Provides administrative support and assistance to the department and/or other designated departmental team members.
• Serves as a product expert for Smartsheet and/or similar products managing workflows, automatic notifications, business process mapping and other software functions.
• Performs routine as well as some complex, diverse and confidential administrative or accounting duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices. Prioritizes and manages multiple administrative tasks and projects.
• Anticipates the needs of senior/executive management and is proactive in addressing them; uses problem solving, decision making, and analytical skills to troubleshoot, make recommendations, and take actions on data and information of mid-level complexity. Coordinates and conducts special projects as assigned.
• Assists City staff with projects and special events and acts as a liaison between departments.
• Provides customer service in person and via the telephone; responding to staff inquiries and providing information regarding departmental policies, procedures, programs, facilities, and/or municipal services and greeting departmental/City visitors.
• Prepares and/or distributes correspondence, memoranda, agenda items/packets, reports, forms, and other assigned documentation; schedules meetings and appointments; assists in coordinating special events or other departmental activities as assigned.
• Gathers, interprets, and prepares data from various sources for use in studies, reports, projects, and the development of short and long-range plans.
• Coordinates budget preparation and monitors budget compliance; recommends strategies and resource allocation to ensure program effectiveness; oversees administrative program budget; supervises purchasing functions by reviewing and approving all department purchases to ensure compliance with city policies.
• Processes various types of team members documentation including employment applications and human resources/worker’s compensation forms, training records, workers’ compensation forms, and incident/accident reports.
• Assists with functions such as payroll processing and account payable on an as-needed basis. Processes and prepares invoices, purchase orders, performs general accounting duties; balances cash drawer, prepares bank deposits, and generates daily cash reports; maintains and reconciles petty cash, as applicable.
• Updates and maintains departmental filing systems, databases, lists, and assigned payroll, team members, and accounting records.
• Monitors and maintains office supplies and equipment/parts inventories for area of assignment; orders office supplies, uniforms, name badges, and/or business cards.
• May be required to function as part of City incident command structure.
• Performs other specialized duties relative to area of assignment as assigned or required.

Education, Experience, Licenses and Certifications

MINIMUM QUALIFICATIONS:
Education and Experience:
Associate degree; AND three (3) to five (5) years administrative support experience; OR an equivalent combination of education and experience.
Required Licenses or Certifications:

• Must possess a valid Texas Driver’s License.
• Depending upon department/area of assignment, certification as a Notary Public License is preferred; Ability to obtain and maintain Notary Public certification is required within a specified timeframe.
• Ability to obtain NIMS 700, 800, and ICS 100, 200 certifications within a specified timeframe.

Knowledge, Skills and Other Requirements

Required Knowledge and Skills:

• General office practices and equipment, including standard computer software applications. Possesses and applies intermediate internet skills.
• Records management principles and standards.
• Basic accounting principles and practices.
• Experience with business process mapping, process improvement and creation of workflows including automatic notifications and form creation.
• City policies and procedures. Departmental operations relative to area of assignment.
• Service oriented and flexible to meet changing business needs. Customer service standards and protocol.
• Strong written and oral communication skills. Correct English grammar, composition, spelling, punctuation, and vocabulary.
• Coordinating and performing a variety of skilled administrative functions as described under the Primary Duties section.
• Establishing and maintaining cooperative working relationships with City employees, officials and the general public.
• Maintaining and enforcing all aspects of security of confidentiality of information, documents and records.
• Exhibits good judgment and professional etiquette.
• Ability to organize, set priorities, effectively manage time and demands and make independent judgments.
• Data analyst work experience preferred.