Administrative Assistant

City of Lubbock•1401 Ave. K Lubbock, TX

15d

About The Position

Performs a wide variety of difficult clerical and secretarial duties. The role supports department operations through correspondence and document preparation, meeting and calendar coordination, visitor and telephone assistance, records management, travel arrangements, and administrative financial and personnel tasks. It also prepares and processes payroll records and reviews documents for accuracy. The position requires completion of a high school diploma or equivalent with an additional three to six years of increasingly responsible secretarial experience, or a combination of relevant education and experience that provides the stated knowledge and abilities, as well as a valid current driver's license.

Requirements

Completion of a high school diploma or equivalent and an additional three to six years of increasingly responsible secretarial experience, or a combination of relevant education and experience that provides the required knowledge and abilities.
Valid current driver's license.
Knowledge of office practices and procedures.
Knowledge of the organization, function, and policies of the department.
General knowledge of municipal government organization and services.
Knowledge of personnel and financial recordkeeping.
Knowledge of computer principles and procedures.
Knowledge of proper public contact and telephone etiquette.
Ability to spell and use correct grammar.
Ability to prioritize and schedule work to meet deadlines.
Ability to transcribe material from a dictaphone system.
Ability to communicate effectively with others.
Ability to work independently without specific instructions.
Ability to prepare accurate payroll and financial records.
Ability to perform computer and word-processing functions.
Ability to frequently stand and walk during the shift; frequently pull or push objects; occasionally flex the upper trunk forward at the waist and partially at the knees; occasionally lift and carry up to 10 pounds; occasionally rotate the upper trunk to the left or right while sitting or standing; and place arms above, at, or below shoulder height.

Responsibilities

Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes.
Use computer software to produce documents that may include text, tables, and graphics.
Take and transcribe minutes from meetings.
Greet visitors by phone and in person, determine the nature of their business, provide assistance or referrals, and explain policies and procedures.
Schedule appointments and maintain a calendar.
Open, review, and route mail according to its contents.
Arrange conferences and meetings, including compiling agendas and support materials, distributing materials, and setting up the meeting room and refreshments.
Make travel arrangements and reservations.
Maintain department files and records.
Compile information from records and prepare reports.
Prepare vouchers to pay department expenses, maintain office supplies, and maintain a cash fund.
Prepare and maintain personnel records, including personnel action forms and timesheets.
Prepare and submit records required for payroll processing, review payroll records for accuracy and policy compliance, and input time records for biweekly payroll.
Review and proofread correspondence, memos, and reports for accuracy and correctness.
Perform related duties as required.