Senior Administrative Assistant

Job Description

Under limited supervision, performs various advanced staff support activities for the Airport Department. This level is distinguished from the Administrative Assistant classification by greater work variety, complexity and operational freedom as well as significant program administration responsibilities.

• Provides work direction to other department staff; sets work priorities; reviews completed work for efficiency and accuracy.
• Serves on behalf of a department director or other high‑ranking department staff member; participates in the administration of various programs; makes presentations to various external groups.
• Performs accounts receivable activities; establishes and maintains customer accounts; prepares billings; calculates monthly service fees; develops correspondence to address late fees and collections.
• Develops various financial reports for management review.
• Prepares and/or maintains lease agreements; provides prospective tenants with space availability and rental rates; works with the City’s Legal Department regarding lease agreements.
• Maintains federal grant project files; prepares various staff reports for each project; ensures the delivery of documents to state and/or federal agencies; performs the filing and distribution of pay vouchers to the City’s Finance Department.
• Composes materials and brochures for special events.
• Conducts surveys regarding various business topics; prepares summary reports of survey results.
• Prepares revenue reports for budget development/administration; monitors budget expenditures.
• Schedules staff inspections; tracks and schedules follow‑up inspections.
• Administers various contracts; monitors activities; distributes contract documents to contractors.
• Processes staff payroll; balances the payroll; maintains payroll records.
• Maintains staff personnel records; distributes, collects and updates records as needed.
• Prepares staff reports for review by the City Council.
• Creates requisitions for purchase orders; processes payments.
• Fields complaints regarding City staff and/or services; ensures that follow‑up is conducted.
• Prepares various complex reports; compiles data; provides various analyses.
• Administers the billing process for specific City services; creates and processes work orders; performs work order close‑outs; creates billings for services.
• Prepares and distributes invoices for City services; closes out payments.
• Conducts research for various projects and/or special assignments.
• Performs dispatch duties as necessary.
• Performs procurement and purchasing activities; creates and approves requisitions; monitors purchase orders; researches and selects vendors; obtains vendor quotes; negotiates costs and payment terms; interacts with vendors regarding issues or problems.
• Participates in financial, accounting, and budgeting activities; prepares budget transfers; records account withdrawals; resolves discrepancies on receipts and invoices; prepares payment vouchers; oversees credit card purchases; reconciles credit card monthly statements.
• Greets incoming residents or other visitors; determines the nature of the visit and the appropriate response.
• Answers incoming phone calls; provides information and/or routes calls to appropriate staff member.
• Receives and distributes inter‑office and postal mail.
• Makes travel arrangements for staff; makes purchases as necessary.
• Processes registrations; renews expired registrations.
• Provides staff support to various committees and task forces; provides logistical services; takes and transcribes meeting minutes.
• Processes and/or issues permits; data enters permit information into an automated system.
• Performs bank deposits.
• Orders office supplies, materials and equipment.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors and City staff; maintains confidentiality of work‑related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well‑being of the general public, including the delivery…