Administrative Assistant II

Essential Job Functions

• Performs general and specialized departmental clerical work such as computer word processing, data entry, filing, copying and operating office equipment
• Performs receptionist duties to include answering phones, routing calls, taking messages and providing general public information in a friendly, prompt and professional manner.
• Processes, distributes, and files information, records, forms, documents and other information.
• Maintains a clean and orderly customer service area and office work area.
• Maintains electronic and manual records and files accurately and in an orderly manner.
• Responds to inquiries in a professional manner providing accurate public information about services without disclosing confidential or unauthorized information.
• Opens mail; sorts, routes or files correspondence or forms accordingly.
• Listens to citizen’s concerns and/or requests for services, prepares and refers work orders accordingly.
• Is responsible for managing the department’s filing system.
• Maintains calendar of department activities/events.
• Responsible for maintaining data needed for preparation of monthly reports (Building Inspections, Planning, and Code Enforcement) in Excel format.
• Prepares all travel arrangements and reimbursements.
• Captures and coordinates with Board Meetings; transcribes minutes.
• Affords assistance with the preparation of Planning Commission, Board of Adjustments and Appeals, and City Commission Agenda Items.

EQUIPMENT/MATERIAL

• General office equipment such as computer, copier, scanner, telephone, fax, binding machine, calculator, and department specialized supplies, equipment and software (i.e. Microsoft Word, Excel, Power Point, Outlook and specialized departmental software).

Work Conditions/Physical Demands

• Works under standard working conditions with little hazard to health or body and adequate lighting, heating, ventilation, etc. Job generally requires little or no physical effort, little movement and infrequent lifting items weighing 5-15 lbs. Occasionally, employee may lift heavier items.

Education/Skills Required

• Requires a High School Diploma with a minimum of five (5) years of secretarial experience.
• Must be proficient in Microsoft Word and Excel and able to accurately type a minimum of 50 words per minute.
• Ability to operate a variety of offices machines, follow complex oral and written instructions, compose correspondence, excellent knowledge of correct English usage, spelling, and grammar.
• Must be able to communicate clearly and effectively with the public, other city employees, and elected officials.
• Ability to meet deadlines and work under pressure and must have a valid Texas Driver’s License (Class C).
• Must be bilingual English/Spanish.