Senior Administrative Assistant

JOB SUMMARY

GENERAL DESCRIPTION OF POSITION

Provides senior level administrative support within the Department; coordinates support activities for area of assignment; prepares correspondence and other documentation; maintains departmental records and files; schedules and coordinates meetings, special events, and functions for the department; performs a variety of general accounting duties; coordinates and conducts special projects; and performs other routine and/or specialized duties relative to area of assignment.

ESSENTIAL FUNCTIONS AND DECISION MAKING

ESSENTIAL DUTIES AND RESPONSIBILITIES
Coordinates and provides senior-level administrative support to assigned senior management personnel:

• Answers, screens, and directs incoming calls; documents and disseminates phone messages and departmental mail; greets and assists office visitors; maintains assigned calendars; schedules meetings and appointments.
  
• Makes conference, training, travel arrangements, and creates itineraries
  
• Responds to various types of inquiries regarding departmental operations, programs, services, and policies. Researches, follows up, and assists in resolving public issues, concerns, and complaints.
  
• Creates and/or prepares correspondence, forms, files, labels, and/or other types of documentation; prepares reports, presentations, press releases, bid documents, contracts, and/or other documentation; notarize documents; books and coordinates department facility use.
  
• Plans and organizes meetings, creates agendas, and arranges for and organizes meals as required.
  
• Utilizes various citywide software applications to enter and analyze data, run reports, and extract data; updates and maintains departmental records, files, databases, and spreadsheets.
  
• Updates and maintains departmental policies, procedure manuals, web pages, databases, personnel records, and filing systems; email library news to department; conducts research as requested.
  
• Coordinates the purchase of departmental office supplies; monitors and maintains supply inventories.
  
• Coordinates facility repairs.
  

Conducts a variety of accounting duties:

• Prepares purchase requisitions and processes vendor invoices for payment.
  
• Processes budget change orders for existing purchase orders.
  
• Processes requests for checks for vendors and employees.
  
• Maintains financial records for area of assignment and records check numbers and dates to verify payments.
  
• Backup to reconcile P-card accounts.
  

Schedules, plans, coordinates, and oversees special events for the department and community.
Arrange/organize meals for meetings & special events

• Set up/break down meetings with meals
• Picks up meals; if necessary

Tries to resolve public issues, concerns, complaints instead of just forwarding to othersPublic Information/Open Records Requests:

• Coordinates public service announcements and press releases for the department with the Communications Department; assists with content and scripts for video.
  
• Prepares brochures, newsletter articles, etc.
  
• Responsible for updates to departmental web pages and social media, working in collaboration with the communications department.
  
• Coordinates media requests and responses; schedules interviews through the communications department.
  
• Designated Employee Liaison for Open Records Request.
  

Miscellaneous:

• Mygovernementnow - access software to determine permit status and download submittals for staff review
• Development Tracking Spreadsheet - maintain and provide updates to developers
• Warranty Tracking Spreadsheet - maintain and send out notification to staff
• Website - check status monthly and notify staff behind on updates

Perform any other related duties as required or assigned.
DECISION MAKING

• Must be able to set priorities according to the deadlines set by situation or needs of others in/out of the department.

MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications)

MINIMUM REQUIREMENTS

• High school diploma or equivalent is required.
• Four (4) years of clerical/administrative experience is required.
• A valid Texas Driver's License with an acceptable driving record is required.

PREFERRED QUALIFICATION

• Texas Notary

CORE COMPETENCIES AND PHYSICAL DEMANDS

CORE COMPETENCIES

• Must be able to read/comprehend departmental policies and procedures; must have the ability to read/prepare correspondence, reports, meeting minutes, forms, and other types of documentation relative to area of assignment.
• Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, vendors, and the general public.

PHYSICAL DEMANDS AND WORKING CONDITIONS
Physical requirements include lifting up to 20 pounds rarely. Subject to sitting, fine dexterity, vision, hearing and talking constantly; standing and walking frequently; lifting, carrying, pushing/pulling, reaching, handling, kneeling, crouching, crawling, bending, twisting, climbing, balancing and foot controls rarely.

Working conditions involves sitting for extended periods of time; occasional exposure to toner/ink cartridges and/or other hazardous chemicals.

The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance. 2023 Benefits Guide

BENEFITS
Medical, Dental & Vision Coverage

• United Healthcare
  • Choice Plus PPO Plan
  • Prescription Drug Plan
  • Wellness Initiatives
  • Virtual Doctor Visits 24/7
  • Dental Plan

Davis Vision Insurance

• Base Vision Plan
• Premium Vision Plan
• Laser Vision Correction discounts

Retirement

• Texas MunicipalRetirement System (TMRS)
• Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA

ADDITIONAL BENEFITS

• Flexible Spending Accounts
• City paid Life and AD&D Insurance
• Voluntary Life, AD&D and Long Term Disability insurance
• Employee Assistance Program
• Vacation
• Sick Leave
• Holidays
• Longevity Pay
• Tuition Reimbursement
• Activity Center Membership
• Direct Deposit

The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services.

Closing Date/Time: 2/28/2025 11:59 PM Central

• 

• City of San Marcos, TX

• 512-393-8060

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