Executive Secretary

Job Summary

Under direction, is responsible for performing a variety of highly responsible and complex secretarial and administrative duties for the Human Resources Executive Team. Provides general information and assistance to the public. Working conditions are primarily inside an office environment. May exercise functional supervision over assigned staff. This position is an "unclassified" position and has no disciplinary appeal rights to the Municipal Civil Service Commission.

This position is likewise subject to at-will employment status and can be terminated at any time for any reason.

Work Location:

City Tower, 100 W. Houston, 13th Floor

Work Hours:

7:45 a.m.

- 4:30 pm., Monday - Friday

• Performs a wide variety of complex and responsible secretarial and administrative duties for assigned department director.
• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; and resolves citizen concerns and complaints.
• Interprets department policies, procedures, laws, and regulations in response to inquiries and complaints; and refers inquiries as appropriate.
• Initiates and maintains a variety of files and records for information related to the department director's office; and maintains manuals and updates resource materials.
• Prepares and maintains accurate records of personnel related paperwork, including requests for leave, changes of status, and personnel requisitions; assists in the preparation of employee performance appraisals; and prepares payroll.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements; maintains appointment schedules and calendars; and arranges meetings, conferences, and civic functions.
• Researches, compiles, and analyzes data for special projects and various reports and may assist in compiling information for City Council agenda packets.
• Orders and maintains office supplies.
• Monitors fax and copier machines and printers and recommends and arranges necessary maintenance.
• Provides staff support to division heads as needed and relieves and fills-in for support staff as necessary.
• May receive and process monthly billings from the general accounting office; and may receive and log incoming checks and distribute to appropriate division or staff person.
• May take minutes during various board, commission, or committee meetings.
• Performs related duties and fulfills responsibilities as required.

• High School Diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency).
• Three (3) years of increasingly responsible secretarial and clerical experience, including one (1) year of word processing or other computer experience.

• Experience with SAP.
• Experience using Microsoft Office applications.
• Experience providing excellent customer service to internal and external customers.
• Strong desire to learn and work on a variety of projects.

• Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at…