Administrative Assistant

Requirements

MOS Codes: 3F511 (Air Force), 0111 (Marine Corps), 001802 (Navy), 3F531 (Space Force)

Education and Experience : A High School diploma or GED or higher, and six (6) years of office support experience, including two (2) years performing paraprofessional administrative support functions that entailed recommending, developing, implementing or coordinating office procedures.

Licenses and Certificates : None.

General Purpose

Under general direction, as principal direct provider, supervise or coordinate difficult or unusual administrative support functions for one or more top echelon executives or City officials such as directors of large public services or operating, or technically complex departments, or higher level municipal government general administrators.

Typical Duties

Plan and direct or independently perform diverse and highly responsible personal secretarial support duties to ensure efficient planning of executive's or official's day-to-day time, as well as that of governing or advisory boards as required, and to ensure accurate documentation and proper dissemination of directives and other management information to numerous subordinate organization levels, other departments, external organizations and the public. Involves: Update and maintain director's calendar and meeting schedule.. Make travel arrangements and prepare itineraries. Assist in organizing details of meetings and presentations, which includes gathering and compiling pertinent information and exhibits.. Negotiate and arrange times and places of board and committee meetings with attendees, send reminders and confirmations. Participate in or arrange for special projects, as assigned. Transcribe, edit and finalize correspondence authored by supervisor. Review and ensure proper distribution of mail, email or telephone communications, flag urgent information and communicate priorities of the director to staff. Prepare memoranda, and other standard correspondence regarding designated topics. Represent the organization to constituents, civic groups, news media and others regarding administrative procedures in the absence of director as delegated. Review citizen complaints and prepare authorized responses, which includes interpreting administrative policies in unprecedented situations, recommending courses of actions to supervisor or directing them to proper division or department, and following up on complaints to ensure timely resolution. Prepare and post agendas or and attend public meetings. Electronically or stenographically record, transcribe and finalize dictation or board and committee meeting minutes. Maintain confidentiality of highly sensitive information pertaining to contemplated new or changed strategies, policies and procedures. Oversee or assemble and distribute regular and special reports on operating or service strategies and tactics. Provide general human resource and accounting support services for department. Maintain confidential information affecting employee status as well as time reports and vacation schedules and prepare payroll documentation. Distribute personnel action forms to staff. Enter personnel data into computer system. Maintain and monitor budget and inventory. Order supplies. Post vouchers for payment, review requisitions and invoices before forwarding to accounting section for payment.

Direct and provide general paraprofessional administrative support for programs or staff functions, if assigned. Involves: Participate in developing and implementing standardized long and short-range business and planning initiatives. Research, prepare, conduct interviews, and analyze studies and surveys. Make recommendations for new and changed program, office and administrative processes. Discuss proposals with supervisors. Implement approved operational procedures. Identify employee training needs and schedule training programs. Plan and organize special events and meetings. Gather and compile pertinent information for meetings and presentations. Oversee establishment and maintenance of department or program databases and records, which includes implementing and applying retention and retrieval procedures to meet regulations. Prepare and assemble specific reports and assist in financial planning and budget preparation, including projections and statistics. Monitor expenditures, budget limits and inventory. Develop budget spreadsheets and financial schedules. Monitor assigned contract services. Identify supplies, materials and equipment needed. Research and make recommendations regarding grants. May compile and document data, and draft documents for grant applications.

Supervise an assigned administrative support team, usually consisting of several employees. Involves: Schedule, assign, instruct, guide and check work. Appraise employee performance. Provide for training and development; enforce personnel rules and regulations, and work behavior standards firmly and impartially. Counsel, motivate and maintain harmony. Interview applicants. Recommend hiring, termination, transfers, discipline, merit pay or other employee status changes. Maintain filing system and keep records and reports.

General Information

For the complete job specification, click here .

Important Note: The required Supplemental Questions and answers are considered an examination component and will generate a score.

Applicants are being tested on a conditional basis pending a review of minimum qualifications. Applications will be reviewed for applicants who pass the Supplemental Questions exam.

Per CSC Rules & Regulations, after review of the minimum qualifications for applicants that pass the Supplemental Questions exam, a passing score, combined with applicable seniority points and veteran points, will be used to create a list of candidates.

Note: Applicants are encouraged to apply immediately. This position will close when a preset number of qualified applications have been received.

A résumé and/or other documents will not be accepted in lieu of a completed application. Comments such as “See résumé” are not acceptable and will result in the application being considered incomplete.

To qualify for this position, the required education, experience, knowledge, and skills must be clearly stated on your application’s employment history. We do not use any information on your resume to review if you meet the minimum qualifications for this position.

Failure to fully detail all experience and job duties in the application, or copying/pasting directly from the job specification, or responses referring to your résumé will eliminate you from consideration for the position.

BENEFITS

LIFE AND HEALTH INSURANCE

The City of El Paso is a self-insured entity with a third-party administrator for Medical and Pharmacy benefits. Basic Life Insurance Coverage is available at no cost to eligible employees. Additional Life Insurance and coverage for your dependents are also available.

Employees can select optional Dental, Vision, and Short Term Disability coverage. Employees also have the option to participate in a Health Savings Account or Flexible Spending Account (healthcare and/or dependent care for daycare expenses). All of these insurance and coverage options can be configured within a month of your new employee orientation date.

An Employee Assistance Program (EAP) with access to mental health sessions, therapy, and more is available at no cost. A trained counselors are also available to help you and your dependents cope with life’s stressors so that you can live a happy productive lifestyle.

The City’s Wellness Program seeks to promote better health and wellness amongst the workforce through various programs and incentives in which employees may choose to participate in, to include wellness education, fitness tests, biometric screenings, group fitness, health coaching and so much more!

Keep Learning, Growing & Reinventing Yourself! The City of El Paso's Tuition Assistance Program encourages employee personal and professional development by sharing educational costs with those employees who have successfully completed their original probation, and in turn retain a skillful workforce. Each year, employees can obtain Tuition Assistance for Degree, Certifications, Continuing Education, and Books & Equipment.

ELIGIBILITY FOR VACATION LEAVE

All regular employees who are regularly scheduled to work on an average, a minimum of twenty (20) hours per week, who have held a position in the City Service for a period of six months from date of employment, shall be eligible for vacation allowance as hereinafter set forth. Part-time employees shall accrue vacation leave at a pro-rated amount of full-time entitlement based on the number of hours that they are scheduled to work. Employees covered by collective bargaining agreements shall accrue vacation as provided in the applicable agreement.

Regular employees in the City Service shall accrue vacation credit at the following rates per pay period, calculated from the date of employment of each employee:

For 0 - 5 years of service (12 days):
40 hour per week employees - 3.70 hours per biweekly pay period

For >5 to 15 years of service (17 days):
40 hour per week employees - 5.24 hours per biweekly pay period

For >15 or more years of service (20 days):
40 hour per week employees - 6.16 hours per biweekly pay period

SICK LEAVE WITH PAY

Employees shall be entitled to accrue sick leave with pay in accordance with the Rules of the Civil Service Commission.

ACCIDENT WITH PAY LEAVE

The Amended Section 4.4 of the Ordinance shall become effective upon adoption and shall apply to occupational injuries and occupational diseases occurring on and after date of adoption. Occupational injuries and occupational diseases occurring before such date will be governed by the Ordinance in effect at the time of the date of injury or disease.

PREGNANCY LEAVE

A) Pregnancy shall be treated the same as any other temporary physical disability.

B) An employee on pregnancy leave shall use accumulated and unused regular sick leave time and then (unless granted use of special sick leave) shall be on leave without pay, unless the employee chooses to use any accumulated and unused annual leave.

C) An employee going on pregnancy leave shall give written notice to her department head with appropriate medical verification. Before returning to work from pregnancy leave, the individual will provide appropriate medical documentation releasing the employee to return to work, as is required for any individual who has been on leave for a temporary physical disability.

LEGAL HOLIDAYS

The following days are hereby declared legal holidays for all the City departments, provided that the provisions of this section shall not apply to members of the Fire Department whose duties are to prevent or extinguish fires, or to members of the Police Department whose duties are those of law enforcement: (Amended 10/03/95)

1.First day of January (New Year's Day)

2.Third Monday in January (Martin Luther King Holiday)

3. Thirty-first day in March(Cesar Chavez Day)

4.Last Monday in May (Memorial Day)

5. June 19 (Juneteenth)

6.Fourth day of July (Independence Day)

7.First Monday in September (Labor Day)

8. Eleventh Day in November (Veteran's Day)

9.Fourth Thursday in November (Thanksgiving Day)

10. The Friday following the fourth Thursdayin November (Day after Thanksgiving)

11.Twenty-fifth Day in December (Christmas Day)

12.Employee's Birthday

In addition to the above days, the following days are also declared to be legal holidays:1. Any day designated as a holiday by City Council.2. When any legal holiday falls on a Saturday, the preceding Friday shall be considered a legal holiday.3. When any legal holiday falls on a Sunday, the following business day shall be considered a legal holiday.

Closing Date/Time: 9/3/2024 11:59 PM Mountain

El Paso, Texas United States View Map