Administrative Assistant II

JOB SUMMARY:

Under general direction, the Administrative Assistant II performs a variety of administrative, secretarial, and clerical duties requiring knowledge of office procedures, various computer programs, and customer relations.

• Performs administrative duties for City Administration and assists the Executive Secretary, requiring a high degree of independent judgment and discretion.
• Organizes and prepares the City Council agenda and work session packets, which include coordination with the Department Heads to obtain the necessary documents required for the packet.
• Tracks pending agenda items, contract expirations, employee acknowledgements, and other upcoming agenda items.
• Transcribes and composes correspondence for emails, letters, memos, and reports, prepares time sheets, payment request forms, and maintains City Administration mail and calendars.
• Coordinates the scheduling and setup for various meetings, including pre‑council and economic development, makes travel arrangements for City Administration staff to include submittal of required travel vouchers/expense reports, and coordinates the arrangements for meals and/or refreshments for various meetings, including City Council dinners and luncheons.
• Prepares and assists with social media posts through the City’s various social media channels. Assists with City publication preparation and editing, as requested.
• Responsible for maintaining adequate office supplies and other materials essential to the operation of the department, and establishes and maintains the filing systems to meet the needs of the department.
• Relieves the receptionist when needed.
• Maintains thorough knowledge of overall City operations to better answer inquiries and direct citizens to the appropriate personnel.
• Performs other related duties as assigned.

• Advanced computer skills and knowledge of various computer programs, including Microsoft Outlook, Word, Excel, and PowerPoint, Adobe Acrobat, and specialized departmental software.
• Must have excellent oral and written communication skills and exhibit exceptional customer service with the general public and other city departments.
• Must have the ability to exercise good judgment, take initiative, and exercise discretion based on a knowledge of administrative policies and procedures of the department and the City.
• Ability to compose general correspondence and documents, with proficient spelling and grammar.
• Knowledge of office procedures and standard office equipment.
• Ability to maintain confidentiality and professional discretion.
• Ability to effectively deal with problems and complaints courteously and tactfully.
• Ability to work independently and as a member of a team.
• Ability to work well under pressure and perform multiple tasks simultaneously.
• Ability to work some evenings is required.

High school diploma or equivalent plus three to four (3-4) years of administrative, secretarial, or office‑related duties is required. An Associate’s or Bachelor’s Degree is preferred. An equivalent combination of education and experience may be considered. Must possess a valid Texas driver’s license with a good driving record.

Sitting, walking, and standing. Repetitive movement of the wrist and fingers during computer data input, reaching. Must be able to grip, lift, and carry up to 20 lbs. Otherwise, no significant strength demands. 50 ‑ 100% of the day using a computer. Maintains static posture during sitting. Workspace considerations to relieve fatigue of upper back, shoulders, back, forearm, finger, and wrist movements during computer use.

Works indoors in a controlled environment. Some evening work is required.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job‑related instructions and to perform any other job‑related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship, and without presenting a direct threat to the safety of the applicant or others.