Sr. Administrative Assistant

About the role

Workforce Solutions of North Central Texas (Workforce Development Department) is a division of the North Central Texas Council of Governments. Its mission is to advance business‑driven solutions that promote economic growth, opportunity and a skilled workforce. Core values of trust, leadership, inclusion and community guide its work. Programs ensure businesses in the 14‑county region remain competitive, workers obtain skills to become or remain self‑sufficient, and communities are economically resilient. The department is seeking a Senior Administrative Assistant to support its administrative and planning activities.

Responsibilities

• Provides customer service to agency membership, the public and staff by greeting visitors; gathering information and responding to inquiries; maintaining manager, staff and/or departmental calendars; managing and resolving scheduling conflicts; ensuring adherence to set schedules; providing technical assistance and back‑up support; developing and maintaining communication with managerial and executive staff, elected officials, and external boards and agencies.
• Answers questions, distributes messages, and directs requests to the appropriate staff.
• Develops and maintains effective communications with varying levels of staff and external agencies.
• Copies, faxes, scans, assembles, and distributes documents.
• Supports the departmental records management services team by ensuring compliance with identified regulations and guidelines; assists with informing and directing staff on proper procedures for maintaining, storing and destroying paper and electronic files; provides other services as needed.
• Carries out meeting preparations and clean up, including setup of meals or refreshments, distribution of meeting materials, attendance at meetings, and documentation of meeting proceedings.
• Coordinates travel arrangements and reimbursements in accordance with federal, State, and Agency regulations and guidelines.
• Reconciles expenditures and drafts documentation as needed for clarification of expenses; processes P‑Card and individual expense reports.
• Coordinates special events by locating venues; securing accommodations and equipment following set procurement protocols; interfacing with vendors, facility staff and/or presenters; monitoring attendee registration and check‑in; issuing certificates of completion; providing and summarizing evaluation forms; invoicing attendees and/or collecting payments.
• Formats and posts items on the Agency’s website.
• Collects and summarizes data, and maintains databases.
• Serves as a representative of the department and Agency.
• Assists with planning and facilitating staff appreciation activities, team events, celebrations, and other initiatives that promote a welcoming and engaged work environment.
• Supports day‑to‑day office needs such as organizing materials, restocking supplies, preparing meeting spaces, coordinating minor office needs, and reporting maintenance or facility issues.

Skills

• Ability to operate a variety of office equipment.
• Working knowledge of Microsoft Word, Outlook, PowerPoint, and Excel.
• Good communication skills, both written and verbal.
• Good interpersonal skills.
• Ability to work independently and in a team environment.
• Detail‑oriented, highly organized, with an ability to manage multiple assignments/tasks and work well in a deadline‑driven environment without diminishing quality of work.

Qualifications

• Work requires broad knowledge in a general professional or technical field normally acquired through two years of college resulting in an Associate’s degree and at least one year of job‑related experience.
• Four years of relevant work experience may replace an Associate’s degree.