Administrative Assistant - Maude Cobb

City of Longview•Longview, TX

18d•Onsite

About The Position

Provides administrative support to a departmental director/manager or other assigned personnel; coordinates meetings and/or other functions; prepares correspondence, reports, and other documentation; updates and maintains departmental records and files; conducts a variety of general accounting duties; coordinates the ordering of office and/or other supplies for area of assignment; provides information and customer service to the general public; and performs other related duties as assigned.

Requirements

High School Diploma or equivalent, and two years experience working as an administrative assistant; OR an equivalent combination of education and experience.
Appointment/Commission as a Notary Public, Certification as a Texas Registered Municipal Clerk, and/or other specialized licenses or certifications may be required depending on area of assignment.
Must possess a valid Texas Driver’s License.

Responsibilities

Answers, screens, and directs incoming calls; documents and distributes phone messages.
Greets, screens, and directs visitors to appropriate personnel and/or departments.
Responds to inquiries from City employees, outside agencies, and the general public; provides information regarding departmental services and policies; assists in resolving complaints.
Performs a variety of customer service duties; processes and issues municipal permits/licenses.
Provides skilled administrative support to a department head and/or other assigned personnel.
Coordinates meetings, training sessions, receptions, or other types of functions; reserves venue locations; organizes function supplies, equipment, and food; obtains speakers and transportation.
Books travel and/or training arrangements; prepares travel expense reports.
Prepares correspondence, memoranda, meeting agendas/minutes, public notices, legal documents, contracts, surveys, or other documentation; designs cards, brochures, and flyers.
Receives, logs, and attests municipal contracts, deeds, and agreements; files legal documents with the County as required.
Compiles and analyzes statistical, financial, and/or other administrative data; prepares various types of reports; monitors and maintains compliance with regulatory reporting requirements.
Performs data entry; organizes, updates, and maintains departmental records, personnel files, rosters, phone lists, filing systems, and/or databases; creates and maintains spreadsheets.
Provides assistance in preparing and monitoring assigned budgets; processes departmental invoices; prepares bank deposits; reconciles financial reports and bank/credit card statements.
Prepares and submits departmental timesheets and other payroll information; tracks and/or reconciles employee accrual and leave balances.
Coordinates the ordering of office and/or other departmental supplies; monitors and maintains supply inventories; orders vehicle titles and license plates for City fleet vehicles as assigned.
Provides training and/or supervises the work activities of clerical personnel as assigned.
Performs other routine and/or specialized duties relative to area of assignment as assigned or required.