GS Admin Assistant 26 Feb 15
2/11/15
JOB 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:
1. REPORTS TO: General Services Manager
2. DIRECTS: No supervisory responsibilities
3. OTHER: Has daily contact with the public
RESPONSIBILITIES:
1. Transcribes, formulates, edits, types and proofreads memos, letters, files
and reports for the General Services Division.
2. Monitors/Answers telephone calls, responds to questions and assist the
general public.
3. Reading, signing and sending out executive correspondence.
4. Consulting reference sources to obtain information used by General
Services Manager.
5. Participating activity in meetings and committees.
6. Schedules meetings and conferences for Manager and department staff in
general, maintains a calendar of activities of various events and schedules.
7. 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.
8. 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.
2/11/2015
9. Good Housekeeping and organization of the office.
10. Operates a computer utilizing various software packages and printers;
record, edit, revise, store, and print correspondence, statistical data, reports
and databases.
11. Assists in Interview Processes, creates interview packets and Schedules
Appointments.
12. 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.
13. Assist in researching and prepares yearly budget for the department under
the direction of the Manager; maintain budget-tracking reports.
14. Works with confidential information and maintains confidentiality within
the department and outside the department. Manages current and archive
files.
15. 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.
16. Performs other job related duties as required or directed.
17. Assist to compile Department Monthly Report.
18. Assist to keep track of the Department work orders request, completing in
timely manner and remove these from the WebQa.
19. Review monthly statements (Valero, Citibank, Vendors)
20. Keep track of the TDA and make payment in proper time to have all pest
control licenses active
21. Assist General Services Manager to setup the door locks for City Holidays
(YMCA, AAC, and Library).
22. Orders departmental cleaning supplies and uniforms. Also orders coffee,
ID badge items and first aid medical supplies for several City departments.
23. Coordinate Annual Fire Extinguishers and suppression system inspections
for several City building.
24. 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.
2/11/2015
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.