Administrative Assistant, Sr. (Public Works)

City of San Angelo Texas•San Angelo, TX

16d•Onsite

About The Position

Position will be open until filled. We are currently seeking: A skilled Senior Administrative Assistant to provide, confidential, and reliable administrative support within the Public Works Department. This role supports Directors and senior management while coordinating daily departmental operations and ensuring efficient workflow across the organization. Your responsibilities: Provide complex and confidential administrative support to Directors and senior management. Coordinate administrative functions and workflow for the assigned division or department. Prepare, process, and proofread correspondence, reports, and a wide range of official documents. Maintain departmental records and files in accordance with State regulations for municipal record tracking, storage, retrieval, and destruction. Perform general accounting tasks, including basic financial tracking and documentation. Serve as a primary point of contact for the public, delivering courteous, professional, and informative assistance. Respond to inquiries regarding department operations, policies, programs, and services. Receive, document, and appropriately route or resolve public complaints. Monitor staff adherence to departmental policies, procedures, and regulatory requirements. Coordinate procurement of office supplies, equipment, and services; maintain inventory; obtain vendor quotes as needed. Prepare conference rooms for meetings, ensuring technology, lighting, and workspace are ready and presentable. Perform light housekeeping tasks such as removing trash, preparing coffee, restocking refrigerators, and dusting work areas as needed. Collect, sort, and distribute departmental mail and packages. Process accounts payable and receivable; enter employee work hours for payroll processing. Maintain a regular work schedule of Monday-Friday, 8:00 a.m. to 5:00 p.m. Be available for occasional work outside normal hours, including evenings, weekends, and holidays. Maintain regular and punctual attendance. The above duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Requirements

Proven ability to provide, confidential administrative support to senior management.
Strong interpersonal skills and the ability to maintain cooperative relationships with staff, City departments, external agencies, vendors, and the public.
Appointment or eligibility for appointment as a Notary Public may be required depending on assignment.
Excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.
Strong communication skills and proficiency with office procedures and time management.
Basic computer proficiency and the ability to learn new software systems as required.
High school diploma or equivalent, plus at least three years of administrative assistant experience supporting senior-level personnel; or an equivalent combination of education and experience.
A valid Texas Driver License with a good driving record is required.
Applicants with an out-of-state license must provide a certified driving record from the state of issuance.

Nice To Haves

An associate's degree in a related field is preferred.

Responsibilities

Provide complex and confidential administrative support to Directors and senior management.
Coordinate administrative functions and workflow for the assigned division or department.
Prepare, process, and proofread correspondence, reports, and a wide range of official documents.
Maintain departmental records and files in accordance with State regulations for municipal record tracking, storage, retrieval, and destruction.
Perform general accounting tasks, including basic financial tracking and documentation.
Serve as a primary point of contact for the public, delivering courteous, professional, and informative assistance.
Respond to inquiries regarding department operations, policies, programs, and services.
Receive, document, and appropriately route or resolve public complaints.
Monitor staff adherence to departmental policies, procedures, and regulatory requirements.
Coordinate procurement of office supplies, equipment, and services; maintain inventory; obtain vendor quotes as needed.
Prepare conference rooms for meetings, ensuring technology, lighting, and workspace are ready and presentable.
Perform light housekeeping tasks such as removing trash, preparing coffee, restocking refrigerators, and dusting work areas as needed.
Collect, sort, and distribute departmental mail and packages.
Process accounts payable and receivable; enter employee work hours for payroll processing.
Maintain a regular work schedule of Monday-Friday, 8:00 a.m. to 5:00 p.m.
Be available for occasional work outside normal hours, including evenings, weekends, and holidays.
Maintain regular and punctual attendance.