Administrative Assistant, (B272331-1), 205, Texas Anti-Gang Program

City of Laredo•Laredo, TX

1d•Onsite

About The Position

Provides administrative and office support to a City department, including assistance with payroll, purchasing, hiring, travel, bookkeeping, budget preparation, and reporting. Maintains personnel files, petty cash, asset inventory, reports, and records, and performs general administrative duties to support office productivity. The position also assists with department calls, responds to employee inquiries about HR policies and procedures, screens and escorts visitors, and provides customer service. Employees may be asked to perform other job-related tasks as needed. The role requires knowledge of cash handling, accounting, record keeping, City of Laredo policies and procedures, modern office methods and software, English grammar, and data assembly and analysis. The employee must communicate effectively in English and Spanish, maintain confidentiality, meet deadlines, and maintain professional working relationships. Work is primarily in an office or similar indoor environment, with occasional lifting or moving of objects and sometimes local travel.

Requirements

Associate's degree or 60 completed college hours from an accredited college or university.
At least five years of experience in advanced administrative support.
Valid Texas Driver License; applicants with an out-of-state license must obtain a Texas license within six months of employment.
Knowledge of cash handling, accounting, and record keeping.
Knowledge of City of Laredo policies, procedures, and processes.
Knowledge of modern office procedures and methods, including computers and applicable software such as Microsoft Office and AS400.
Knowledge of English grammar, spelling, and punctuation, and methods for assembling and analyzing data.
Skills in planning, organization, time management, and customer service.
Ability to maintain attention to detail; maintain records; assemble and organize data; and prepare reports.
Ability to communicate clearly and effectively orally and in writing in English and Spanish.
Ability to establish and maintain effective working relationships, follow directions, give directions to assigned staff, and gain compliance.
Ability to meet work schedules and deadlines, maintain confidentiality and professional boundaries, and project a positive, professional image of the City of Laredo.
Ability to perform strenuous and routine work and maintain sufficient health and physical condition to perform the duties.
Ability to comply with City of Laredo policies and procedures and maintain a good driving record.
Applicants with education completed outside the United States must submit an evaluation from a qualifying NACES- or AICE-member agency verifying U.S. equivalency.
A thorough background check and certified school transcripts are required for applicants offered employment; selected applicants must undergo pre-employment drug and alcohol testing.

Responsibilities

Assist with managing and processing department payroll and ensure supporting documentation is submitted on time.
Assist with department purchasing by contacting vendors, preparing requisitions, and processing purchase orders.
Assist with hiring by opening job requisitions and scheduling interviews.
Prepare and process department travel as needed.
Assist with department calls and provide customer service.
Assist employees with inquiries about HR policies and procedures.
Perform bookkeeping, including recording financial transactions, managing accounts receivable and payable, and preparing transfer documentation.
Maintain petty cash, distribution, and inventory of department assets; prepare and maintain reports and records.
Assist with budget preparation and reporting.
Screen and escort visitors and provide customer service as needed.
Perform related work as required.