Administrative Assistant - Animal Services

About the Role

Performs a wide variety of difficult clerical and secretarial duties.

Responsibilities

• Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes.
• Utilize a variety of computer software to produce documents which may include or incorporate text, tables, and graphics.
• Take and transcribe minutes from various meetings.
• Greet visitors by phone and in person, ascertain nature of business, provide assistance or referral, and explain policies and procedures.
• Schedule appointments and maintain a calendar.
• Open, review, and route mail according to contents.
• Arrange conferences and meetings by compiling agendas and support materials, distributing materials, and setting up the meeting room and refreshments.
• Make travel arrangements and reservations.
• Maintain department files and records.
• Compile information from records and prepare reports.
• Prepare vouchers to pay department expenses, maintain office supplies, and maintain a cash fund.
• Prepare and maintain personnel records including personnel action forms and timesheets.
• Prepare and submit records required for payroll processing, review payroll records for accuracy and compliance with policies, and input time records for biweekly payroll.
• Review and proofread correspondence, memos, and reports to ensure accuracy and correctness.
• Perform related duties as required.

Requirements

• Completion of a high school diploma or the equivalent with an additional three to six years of increasingly responsible secretarial experience; or any combination of relevant education and experience which provides the following:
• Valid current driver’s license.

Qualifications

Knowledge Of

• Office practices and procedures.
• The organization, function, and policies of the department.
• General knowledge of municipal government organization and services.
• Personnel and financial recordkeeping.
• Computer principles and procedures.
• Proper public contact and telephone etiquette.

Ability To

• Spell and use correct grammar.
• Prioritize and schedule work to meet deadlines.
• Transcribe material from a dictaphone system.
• Communicate effectively with others.
• Work independently in the absence of specific instructions.
• Prepare accurate payroll and financial records.
• Perform computer/word processing functions.

Physical Requirements

• Maintain the ability to frequently stand and walk during the shift.
• Frequently pull or push objects.
• Occasionally flex upper trunk forward at the waist and partially at the knees.
• Occasionally lift and carry up to 10 pounds.
• Occasionally rotate upper trunk to the left or right while sitting or standing.
• Place arms above, at, or below shoulder height.

Benefits

The City of Lubbock provides a comprehensive, cost-effective health and welfare package. View employee benefits.