Administrative Assistant III

JOB OBJECTIVES:

To provide administrative and clerical support to the Executive EDC Director. Provide relevant information to Director regarding issues presented to Boards. Maintain updated files. Follow instructions orally or in written form and perform tasks with little or no supervision, establish and maintain effective working relationship with office staff, city departments, elected officials and the general public, perform work that is routine and detailed, perform a wide variety of different types of tasks.

This position has supervisory responsibilities.

• 1. Answer telephone with clear, courteous, and business voice and direct the call to the appropriate destination.
• 2. Receive visitors and mail, make appropriate inquiries and direct and route to their destination.
• 3. Type, sort, file, mail, and copy letters and other documents as directed.
• 4. Prepare public notice lists and mail out notices on upcoming meetings.
• 5. Receives and stamps (time and date) incoming plats, applications and other correspondence.
• 6. Keep complete records of information and records for public hearings of the EDC Board Meetings.
• 7. Take notes and transcribes minutes for all board meetings.
• 8. Prepares all letters of action.
• 9. Conduct research basic information and documentation to support write-up summaries.
• 10. Prepares meeting room for all EDC meetings.
• 11. Assist Director with workshops.
• 12. Responsible for the department’s time sheets, keep track of departmental staff attendance, tardiness, sick leave, and vacation time balances.
• 13. Prepare and process purchase requisitions/orders and distribute department office supplies, maintain inventory of existing supplies and capital outlay items.
• 14. Calculate, organize and maintain complex databases, insuring confidentiality, deal with public relation issues and various types of citizen inquiries tactfully, courteously, and in a business manner, calculate and record numbers correctly.
• 15. Process information and documents pertaining to the department in a confidential manner in accordance with department’s standard operating procedures.
• 16. Perform job with special attention to good public relations, safety, and proper office procedures to be in compliance with department’s standard operating procedures.
• 17. Will perform other related duties as assigned.

General office and safety equipment/materials to include but not limited to the proper and effective use of the following:
Computer, printer, fax machine, copy machine, scanner, typewriter, recording instruments, telephone, calculator, software, camera (digital & video), Policy & Procedure handbook.

Individual works indoors in a well-lighted, air-conditioned office. The job has no significant hazards and the physical demands are low.

Note:

The above duties describe the chief functions of the job and are not to be considered a detailed description of every duty of the job.

Requires a high school diploma with a minimum of (3) three years’ experience in administrative and clerical work. Must be able to type 50 wpm and have good filing skills. Must be computer literate and proficient in Microsoft Word, Excel, PowerPoint, internet and email. Also requires excellent grammar, writing, organizational skills and ability to follow complex oral and written instructions. Must have a valid Texas driver’s license with a satisfactory driving record.

Preferred Qualifications:

Bilingual (English and Spanish).