Sr. Administrative Assistant; A264010-2 Bridge Systems

Position: Sr. Administrative Assistant, (A264010-2), 207, Bridge Systems
Provides administrative, clerical and office support to one or more City departments. Assists with payroll and budget processes, maintains personnel files, and conducts general administrative duties to maintain office productivity.
Schedules appointments, assists with special projects, and maintains updated records of contracts and other relevant correspondence.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

* Manages and processes payroll for the department: ensures proper documentation is processed and submitted in a timely manner.

* Oversees purchasing for the department; contacts vendors, prepares requisitions, and processes purchase orders.

* Assists with hiring process by opening requisitions for job postings, scheduling interviews, and recommending applicants upon selection.

* Prepares and processes travel for the department when needed.

* Assists with department call center and provides customer service.

* Assists employees with inquiries regarding HR policies and procedures.

* Performs bookkeeping functions, including recording financial transactions, managing accounts receivable and accounts payable, and preparing necessary documentation for transfers. Maintains department's petty cash, distribution, and inventory of assets prepares and maintains reports and records.

* Assist in budget preparation and reporting.

* Receives and processes invoices in an efficient and timely manner. Requests quotes from vendors and assists with billing questions or concerns.

* Assists with development and implementation of department records management program, including the efficient processing, recording, filing, and retrieval of necessary materials.

* Maintains inventory office/janitorial supplies and equipment for the department; ensures department personnel have necessary items.  

* Prepares and maintains records and files of fire personnel; types memorandums, statements, letters, reports, and other documents.

* Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints.

* Performs related work as required.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

* Knowledge of cash handling, accounting, and record keeping.

* Knowledge of City of Laredo policies, procedures, and practices.

* Knowledge of public relations and communications.

* Knowledge of basic accounting principles and financial management, such as budget preparation and cost monitoring.

* Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400, Logistar.

* Knowledge of English grammar, spelling, and punctuation.

* Knowledge of the methods and practices of assembling and analyzing data.

Skills and Abilities:

* Skill in planning, organization, and time management.

* Skill in performing a variety of duties, often changing from one task to another of a different nature.

* Skill in customer service delivery.

* Ability to receive and follow directions from Bridge Director.  

* Ability to project a positive and professional image of the City of Laredo.

* Ability to establish and maintain effective working relationships.

* Ability to meet schedules and deadlines of the work.

* Ability to maintain the confidentiality of information and professional boundaries.

* Ability to communicate clearly and effectively both orally and in writing, in English and Spanish.

* Ability to maintain good planning and organizational skills.

* Ability to take and follow directions from supervisor.

* Ability to give directions to and gain compliance from assigned staff.

* Ability to perform strenuous work and routine work.

* Ability to maintain a valid Texas Driver License and a good driving record.

* Ability to project a positive and professional image of the City of Laredo.

* Ability to comply with all City of Laredo's policies and procedures.

* Ability to maintain good health and physical…