Administrative Assistant III

City of San Juan, Texas•San Juan, TX

3d•Onsite

About The Position

This position provides administrative and clerical support to the Executive EDC Director. The role involves providing relevant information to the Director regarding issues presented to Boards, maintaining updated files, and performing tasks with little or no supervision. The Administrative Assistant III is responsible for establishing and maintaining effective working relationships with office staff, city departments, elected officials, and the general public. The role requires performing routine and detailed work, and a wide variety of different types of tasks. This position has supervisory responsibilities.

Requirements

High school diploma
Minimum of (3) three years’ experience in administrative and clerical work
Ability to type 50 wpm
Good filing skills
Computer literate and proficient in Microsoft Word, Excel, PowerPoint, internet and email
Excellent grammar, writing, and organizational skills
Ability to follow complex oral and written instructions
Valid Texas driver’s license with a satisfactory driving record

Nice To Haves

Bilingual (English and Spanish)
QuickBooks or other financial software

Responsibilities

Answer telephone with clear, courteous, and business voice and direct the call to the appropriate destination.
Receive visitors and mail, make appropriate inquiries and direct and route to their destination.
Type, sort, file, mail, and copy letters and other documents as directed.
Prepare public notice lists and mail out notices on upcoming meetings.
Receive and stamp (time and date) incoming plats, applications and other correspondence.
Keep complete records of information and records for public hearings of the EDC Board Meetings.
Take notes and transcribe minutes for all board meetings.
Prepare all letters of action.
Conduct research for basic information and documentation to support write-up summaries.
Prepare meeting room for all EDC meetings.
Assist Director with workshops.
Responsible for the department’s time sheets, keep track of departmental staff attendance, tardiness, sick leave, and vacation time balances.
Prepare and process purchase requisitions/orders and distribute department office supplies, maintain inventory of existing supplies and capital outlay items.
Calculate, organize and maintain complex databases, ensuring confidentiality.
Deal with public relation issues and various types of citizen inquiries tactfully, courteously, and in a business manner.
Calculate and record numbers correctly.
Process information and documents pertaining to the department in a confidential manner in accordance with department’s standard operating procedures.
Perform job with special attention to good public relations, safety, and proper office procedures to be in compliance with department’s standard operating procedures.
Assist the Executive Director with departments budget and other financial needs.
Perform other related duties as assigned.