Administrative Assistant

Description

Provides administrative support to a departmental director/manager or other assigned personnel; coordinates meetings and/or other functions; prepares correspondence, reports, and other documentation; updates and maintains departmental records and files; conducts a variety of general accounting duties; coordinates the ordering of office and/or other supplies for area of assignment; provides information and customer service to the general public; and performs other related duties as assigned.

Examples of Duties

• Answers, screens, and directs incoming calls; documents and distributes phone messages.
• Greets, screens, and directs visitors to appropriate personnel and/or departments.
• Responds to inquiries from City employees, outside agencies, and the general public; provides information regarding departmental services and policies; assists in resolving complaints.
• Processes and issues municipal permits/licenses.
• Provides skilled administrative support to a department head and/or other assigned personnel.
• Covers meetings, training sessions, receptions, or other types of functions; reserves venue locations; organizes function supplies, equipment, and food; obtains speakers and transportation.
• Books travel and/or training arrangements; prepares travel expense reports.
• Prepares correspondence, memoranda, meeting agendas/minutes, public notices, legal documents, contracts, surveys, or other documentation; designs cards, brochures, and flyers.
• Receives, logs, and attests municipal contracts, deeds, and agreements; files legal documents with the County as required.
• Compiles and analyzes statistical, financial, and/or other administrative data; prepares various types of reports; monitors and maintains compliance with regulatory reporting requirements.
• Performs data entry; organizes, updates, and maintains departmental records, personnel files, rosters, phone lists, filing systems, and/or databases; creates and maintains spreadsheets.
• Provides assistance in preparing and monitoring assigned budgets; processes departmental invoices; prepares bank deposits; reconciles financial reports and bank/credit card statements.
• Prepares and submits departmental timesheets and other payroll information; tracks and/or reconciles employee accrual and leave balances.
• Covers the ordering of office and/or other departmental supplies; monitors and maintains supply inventories; orders vehicle titles and license plates for City fleet vehicles as assigned.
• Provides training and/or supervises the work activities of clerical personnel as assigned.
• Performs other routine and/or specialized duties relative to area of assignment as assigned or required.

Examples of Duties (continued)

• Answers incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate.
• Track Family and Medical Leave (FMLA) and other benefits for Fire personnel including Workers’ Compensation and certification processing.
• Aid Logistics Chief with uniform ordering, inventory and sample requests.
• Liaise with vendors for purchases of supplies and equipment.
• Provide customer service, information and assistance to visitors and others having business with the City; respond to requests for information within the scope of authority.
• Receive reviews and processes insurance and attorney correspondence; update claim requests and denials; complete affidavit, subpoena and records requests.
• Order office supplies for area of assignment; maintain credit card and records of purchase.
• Serve as records custodian’ updates and maintains patient records in accordance with established records retention policies and procedures.
• Provide assistance to patients and/or patient representatives in person and via telephone.

Minimum Requirements

• Education and Experience: High School Diploma or equivalent, and two years experience working as an administrative assistant; OR an equivalent combination of education and experience.
• Required Licenses or Certifications: Appointment/Commission as a Notary Public, Certification as a Texas Registered Municipal Clerk, and/or other specialized licenses or certifications may be required depending on area of assignment.
• Must possess a valid Texas Driver’s License.

Physical Demands/Work Environment

Work is performed in a standard office environment. Subject to sitting for extended periods of time, standing, walking, bending, reaching, kneeling, and lifting of objects up to 20 pounds. May be exposed to potentially irate members of the public, depending on area of assignment.

All Full-Time Employees Receive

• 15 vacation days
• 11 paid holidays
• 15 sick days
• Emergency Leave
• Longevity Pay- Retirement Plan
• The City of Longview offers 100% reimbursement of approved college tuition and required fees (excluding books) to employees involved in occupation related courses on a degree plan.

Employer

The City of Longview

Address

302 W Cotton St.
Longview, Texas, 75601

Phone

903-237-1220