Administrative Assistant

Under general direction, provides complex and confidential administrative support to a department, may include scheduling of calendars, tracking and following up on projects, reviewing mail, and 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.

Anticipated

Start Date:

On or after October 5, 2026.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Essential duties and responsibilities may include, but are not limited to, the following:

• 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 departments 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 states, invoices, and prepares them for accounts payable.
• May oversee and assists 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.

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.

• 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.

• Communicating effectively, both orally and in writing.
• Handlin…