Sr. Administrative Assistant; Risk

Summary

Under basic supervision, performs a wide variety of administrative, customer service, and technical support functions of a highly responsible nature in relieving a Director of technical, organizational, and administrative duties; performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and assigned department.

Risk Management;

Reports to:

Risk Management Director

• Oversees Department's administrative workflow; organizes and coordinates work to relieve the Director and staff of routine administrative details; exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; tracks operational and administrative issues, and assures the effective communication of operational information.
• Performs administrative and technical support functions for assigned department, requiring understanding of local government operations, and City services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills.
• Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the assigned Department.
• Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.
• Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
• Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
• Purchases and distributes supplies, and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
• Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
• Arranges and schedules appointments and meetings; assists with the annual budget process.
• Screens visitors and phone callers; resolves issues and complaints as appropriate.
• Supports all departmental operations with regular and timely attendance.
• Assists with Training by coordinating sessions, compiling results, and maintain training records.
• Provide administrative support to the Claims Review Committee and the Safety Review Board ensuring minutes are captured accurately and correspondence/records are retained orderly for prompt retrieval.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

A High School Diploma or GED is required, as well as two years' experience as an Administrative Assistant. An associate's Degree and experience with the City of Odessa are preferred.

• Policies, rules, and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Operations, services, and activities performed by the assigned department.
• Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols, and methods.
• Business computers and standard MS Office software applications.

• Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
• Interpreting and explaining policies and procedures of assigned department.
• Using initiative and independent judgment within established procedural guidelines.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Entering data with high levels of accuracy and productivity.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

Work is performed in a standard office environment.

Keyboarding test with a minimum score of 35 wpm with 7 or less errors.

$20.50 per hour