Senior Management Assistant, City Manager's Office

  • San Marcos, TX
  • San Marcos, Texas
  • Sep 05, 2019
Full Time Administration and Management
  • Salary: $23.27 - $29.08 Hourly

Job Description

JOB SUMMARY

JOB SUMMARY
Responsibilities include administering key functions in a fast paced and complex work environment. Responsible for maintaining the City Council Message Board and responding to the City Council, citizens and other City departments; Prepares City Council agenda and executive session items, develops presentations and materials, prepares responses to correspondence, conducts research, handles financial duties and preparation of the department budget. Reports to an Assistant City Manager.

First review of applications onSeptember 26th, 2019


ESSENTIAL FUNCTIONS AND DECISION MAKING

ESSENTIAL FUNCTIONS
1. City Council and constituency responsibilities:
  • Reviews and responds to correspondence and requests for information from City Council, citizens, and other departments.
  • Manages the City Council Message board identifying requests for information, gathering information and preparing responses.
  • Assists City departments as needed and communicates direction from and requests of the City Manager's Office.
  • Attends all City Council meetings, and record discussions and after-action items, stage and run staff presentations.
  • Prepares presentations and materials for the City Manager, Assistant City Managers and Director of Public Safety in support of policy decision making and researches matters related to City Council and customer inquiries.
2. Drafts, prepares, copies, and disseminates various types of correspondence and documentation:
  • Composes correspondence.
  • Gathers and compiles statistical data; prepares various types of reports.
  • Weekly City Manager's Report
  • Prepares City Council quarterly strategic initiatives report.
3. Updates and maintains the City Manager, Assistant City Managers' and Director of Public Safety calendars:
  • Schedules and coordinates meetings and appointments.
  • Organizes travel arrangements.
4. Conducts research as assigned by the City Manager, Assistant City Manager's and Director of Public Safety:
  • Obtains information from a variety of sources including city departments, files, computer data bases, libraries, and any relevant public or private depositories.
  • Conducts high level research relative to areas of assignment.
  • Ability to synthesize and analyzes complex data, determine trends and meaning of the information and ways to simplify for presentation and for use in special projects and general decision making.
  • Designs graphs and slides as needed for presentations.Requires use of PowerPoint, Excel, document management and good Internet navigation and research skills.
  • Prepares PowerPoint presentations from outlines and notes.Designs and presents graphs and slides as needed for presentations.
5. Conducts a variety of general accounting duties:
  • Prepares and monitors department budget.
  • Processes financial requests for department including p-cards, check requests, purchase orders, departmental bills and services, invoices and payments.
  • Coordinates and attends annual Directors Retreat, attends and participates in weekly Agenda Review Meetings, attends and participates in biweekly Directors meetings. Enters agenda items into the paperless agenda system and prepares Executive Session items for consideration by the City Council. Follows-up on and communicates City Council policy direction to other City departments. Coordinates meetings between City departments, outside entities and the City Manager's Office.
6. Monitor and manage the citywide Customer Request Management System
7. Coordinates and manages special projects as assigned by the City Manager, Assistant City Managers' or the Director of Public Safety such as preparation of the annual orientation for newly-elected City Council members.Composes reports from collected materials and prepares information for the City Manager's annual evaluation by the City Council.
8. Serves as backup for other Management Assistant's in the City Manager's Office.
9. Attends training, workshops, and conferences as necessary.Attends meetings as requested.

DECISION MAKING
  • Must have strong communication, problem solving and negotiation skills.


MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications)

MINIMUM REQUIREMENTS
  • Commensurate combination of education and experience equivalent to a Bachelor's Degree in Public Administration or related field, plus 2 years' experience in municipal government or related field required.
  • 3 to 5 years' experience in municipal government or related field, preferably at the executive level in a management support or management level.
  • Valid Texas Driver's License with an acceptable driving record is required.
  • Regular attendance is an essential function of the job.

PREFERRED QUALIFICATIONS
  • Master of Public Administration or related field.
  • Ability to qualify for appointment as a Notary Public.


CORE COMPETENCIES AND PHYSICAL DEMANDS

CORE COMPETENCIES
  • Must be able to read and comprehend financial information, spreadsheets, charts, graphs, utility billing, project schedules, contracts, and municipal codes and ordinances.
  • Effective verbal and written communication skills are required; must have the ability to handle matters of a confidential and/or sensitive manner; must be able to maintain positive working relationships with City officials and departments, outside agencies, and the general public.

PHYSICAL DEMANDS AND WORKING CONDITIONS
Physical requirements include lifting up to 30 pounds occasionally. Subject to sitting, fine dexterity, vision, hearing and talking constantly; pushing/pulling and balancing occasionally; standing, walking, lifting, carrying, reaching, bending, twisting, climbing and foot controls rarely.

Working conditions involve exposure to variable and/or extreme weather conditions, emergency situations, environmental health incidents, hazardous chemicals, and general construction hazards is involved when working in the field or responding to emergency incidents is involved.

Closing Date/Time: Continuous