Administrative Assistant, (A262385-3), 205, Auto Theft Grant

Provides administrative and office support to a City department. Assists with payroll and budget processes, maintains personnel files, and conducts general administrative duties to maintain office productivity.

• Manages and processes Payroll for the department; ensures proper documentation is processed and submitted in a timely manner.
• Oversees Purchasing for the department; contacts vendors, prepares requisitions, and processes purchase orders.
• Assists with hiring process by opening requisitions for job postings and scheduling interviews.
• Prepares and processes travel for the department as needed.
• Assists with department calls and provides customer service. Assists employees with inquiries regarding HR policies and procedures.
• Performs bookkeeping functions, including recording financial transactions, managing accounts receivable and accounts payable, and preparing necessary documentation for transfers. Maintains department’s petty cash, distribution, and inventory of assets; prepares and maintains reports and records.
• Assist in budget preparation and reporting.
• Performs related work as required.

UTILTIES DEPARTMENT/WATER POLLUTION:

• Is responsible for all payroll-related documentation; Completes documents accurately and submits by established payroll deadlines each pay period; Any missing or incorrect documentation must be corrected within one business day of notification.
• Responsible for overseeing the division's purchasing, including vendor coordination, preparing requisitions, and processing purchase orders;
• Works on opening job requisitions, coordinate and schedule interviews, and assisting with the selection process. Assist with any forms that need to be sent to the Human Resources Department.
• Is responsible in preparing travel requests and calculations and routes documents for corresponding approvals prior to employee's travel.
• Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints.
• Performs administrative routine clerical work, including scanning, filing, organizing, and maintaining records and documentation; May be required to assist other divisions or staff when operational needs require support.
• Assist with scheduling meetings, reserving conference rooms, preparing agendas or materials, taking notes, and meeting minutes when requested.
• Will be required to drive a City vehicle for city-related business.
• Performs other related duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of cash handling, accounting, and record keeping.
• Knowledge of City of Laredo policies, procedures, and processes.
• Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400.
• Knowledge of English grammar, spelling, and punctuation.
• Knowledge of the methods and practices of assembling and analyzing data.

Skills and Abilities:

• Skill in planning, organization, and time management.
• Skill in customer service delivery.
• Skill in performing a variety of duties, often changing from one task to another of a different nature.
• Ability to maintain attention to detail.
• Ability to maintain records, assemble and organize data, and prepare report.
• Ability to communicate clearly and effectively both orally and in writing, in the English and Spanish language.
• Ability to establish and maintain effective working relationships.
• Ability to receive and follow directions from supervisor.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations Position will require the employee to work in the following types of work environments

Never

• Street environment (near moving traffic)
• Construction site
• Confined space
• Warehouse environment

Seldom

• Outdoor environment

Frequently

• Vehicles

Often

• Office or similar indoor environment

Exposures Position will require the employee to be exposed to the following environmental elements

Never

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Seldom

• Individuals who are hostile or irate
• Extreme heat (above 100 degrees)

Travel Position will require the employee to travel

Never:

• National travel
• International travel

Seldom:

• Regional travel

Sometimes:

• Local travel

• Associate's degree or 60 completed college hours from an accredited college/university in Public Administration, Business Administration or related field
• At least five (5) years of experience in advanced administration support

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.