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GS Admin Assistant 26 Feb 15JOB DESCRIPTION Title: Administrative Assistant Department: Public Works/ General Services Location: Public Works - Bldg 1 Grade: SG 20-1 Classification: Non-Exempt EEO-4: Administration Support POSITION SUMMARY: This position is responsible for preparing, coordinating, and maintaining the departments reports, documents, letters, invoices, and developing and designing department forms, and all other related paper correspondence. Monitors office supplies and equipment repairs. Maintains employee records of accidents, payroll, leave and incidents. Responsible for issuing and maintaining City ID badges. Arranges Safety meetings and OJT meetings. Performs a wide variety of clerical, secretarial and word processing duties. Researches and responds to requests for information from supervisory staff or general public. Has frequent daily contact with City Departments, Executives of other cities and companies and the general public requiring tact and diplomacy, makes frequent decisions requiring sound and mature judgment. ORGANIZATIONAL RELATIONSHIPS: REPORTS TO: General Services Manager 2. DIRECTS: No supervisory responsibilities 3. OTHER: Has daily contact with the public RESPONSIBILITIES: Transcribes, formulates, edits, types and proofreads memos, letters, files and reports for the General Services Division. Monitors/Answers telephone calls, responds to questions and assist the general public. Reading, signing and sending out executive correspondence. Consulting reference sources to obtain information used by General Services Manager. Participating activity in meetings and committees. Schedules meetings and conferences for Manager and department staff in general, maintains a calendar of activities of various events and schedules. Performs a wide variety of general secretarial work including typing forms, memoranda and letters; maintaining accurate and detailed files and records involving employee activities, purchasing, payroll or related records as required and recording and filing information. Requisition of supplies and materials as required; process or prepare check requests, invoices, purchase orders and work orders as assigned. Includes supply/equipment inventory forms and tracking. Good Housekeeping and organization of the office. Operates a computer utilizing various software packages and printers; record, edit, revise, store, and print correspondence, statistical data, reports and databases. Assists in Interview Processes, creates interview packets and Schedules Appointments. Provide complex administrative, clerical and analytical support to the department projects and programs; assist in establishing project-tracking systems and provide summary of departmental projects and programs. Assist in researching and prepares yearly budget for the department under the direction of the Manager; maintain budget-tracking reports. Works with confidential information and maintains confidentiality within the department and outside the department. Manages current and archive files. Assist in processing new employees issuing/programing S.T.R.A.C., State of Texas Police I.D. cards, YMCA employee cards, Crossing Guards, Citizens on Patrol, Visitors, Contractor(s), Volunteer cards, City ID cards and provides door access along with data entry, maintaining audits and records of new hires, promotions, terminated and replacing employee badges. Administers 2 separate door access programs. Performs other job related duties as required or directed. Assist to compile Department Monthly Report. Assist to keep track of the Department work orders request, completing in timely manner and remove these from the WebQa. Review monthly statements (Valero, Citibank, Vendors) Keep track of the TDA and make payment in proper time to have all pest control licenses active Assist General Services Manager to setup the door locks for City Holidays (YMCA, AAC, and Library). Orders departmental cleaning supplies and uniforms. Also orders coffee, ID badge items and first aid medical supplies for several City departments. Coordinate Annual Fire Extinguishers and suppression system inspections for several City building. Complete and keep records for building key(s) assignments and turn in agreements. PHYSICAL AND ENVIRONMENTAL CONDITIONS: Requires some physical ability associated with light labor, mostly lifting or carrying; pushing or pulling standing/walking. REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND TRAINING: Requires general knowledge of all office machines and related equipment. Type at least 35 words per minute accurately; must be able to proof read, edit correlate handwritten documents. Requires minimal supervision of file management. Must have pleasant telephone voice and the ability to deal with public and other department employees using tact diplomacy. Working knowledge of Microsoft Word, Outlook, Excel, Incode. Ability to learn ID card programs and door lock systems including but not limited to Guard Card, Epi-Suite, card design, Schlage Access system and or equivalent systems. EDUCATION, WORK EXPERIENCE, CERTIFICATIONS AND LICENSES REQUIRED: Must have a High School Diploma or a GED equivalent. A minimum of 2 years of increasingly responsible secretarial experience, including experience in an administrative support setting. Experience is preferred but, not required. I have reviewed this job description and find it to be an accurate description of the demands of this position. _____________________________ Name of Employee (Print) __________ ___________________ Signature of Employee (Print) ________________ Date   This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so assigned to this position. This job description is subject to change as the needs and requirements of the job change.