Under general direction of the Office Manager, provides complex and confidential administrative support including 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.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

• Provides appropriate information to the public and department heads.
• Handles and/or screens routine correspondence, e-mails, and calls.
• Conducts research activities and projects as assigned.
• Communicates with other City officials and department heads as requested by supervisor.
• Schedules calendars, organizes meetings, tracks projects, correspondence or complaints assigned to other department heads for response.
• Provides administrative support to senior staff including handling correspondence, scheduling of calendars, organizing meetings, and tracking assigned projects.
• Organizes and maintains central file management database.
• Handles, files, documents, retention, storage or deleting of information and records.
• Orders department supplies, equipment, and furniture.
• Edits final documents and mailings and places printing orders.

Resolves issues with vendors and suppliers including billing issues. Reviews payroll, purchase orders, and other items specifically delegated by supervisor.

• Completes preparation for public meetings including compiling the agenda, information packets, backup materials, posting of meeting notices, taking minutes and preparing official copies of minutes of public meetings.
• Obtains signatures on City agreements and contracts approved by City Council.
• Files legal City documents with appropriate entities.
• Coordinates work activities with other City departments.
• Maintains, updates, reviews and researches files, records, and databases.

Other Important Duties:

• Maintains personnel records, files, timesheets, leave and payroll.
• Represents department as assigned by supervisor.
• Provides backup support for other staff as needed.
• Will be required to work some evenings, weekends, and some holidays.

• Travels to attend meetings, conferences, and training.

• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.

Education, Experience, and Certifications:

• Associates Degree in Business Administration, Political Science, Public Administration or related field, and five (5) years advanced secretarial, public relations, political science, or area of assignment experience, or equivalent combination of education and experience.
• Must pass a pre-employment drug screening, criminal background, and MVR check.
• Must possess State of Texas Driver’s License.
• May be required to possess and maintain certification as a Notary in the State of Texas.

• Work is performed in an office setting or off-site at special events.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Crouching – bending body forward by bending leg, spine.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Fingering – picking, pinching, typing, working with fingers rather than hand.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Walking - on foot to accomplish tasks, long distances, or site to site.
  
• Equipment and Tools Utilized:
  • Equipment utilized includes personal computer, copier, calculator, fax machine, two-way radio, cellular telephone, multi-line telephone and other standard office equipment.