Executive Assistant - Public Works

City of Live Oak•Live Oak, TX

5h•Onsite

About The Position

Under the general direction of the Director of Public Works, this position performs responsible, complex, and confidential executive, technical, and secretarial duties for assigned department and staff. Maintains confidentiality of the matters, performs a variety of administrative functions for department including various record keeping activities, and assists with the coordination of City events.

Requirements

Knowledge of customer service principles, practices, and etiquette.
Knowledge of organization and function of public agencies.
Knowledge of proper grammar, spelling, and punctuation.
Knowledge of business letter writing and basic report preparation.
Knowledge of basic accounting principles and practices, business arithmetic, and basic statistical techniques.
Knowledge of pertinent Federal, State, and local laws, codes, and safety regulations.
Knowledge of record keeping, report preparation, filing methods, and records management principles and practices.
Knowledge of Department Computer-Aided Dispatch & Administrative and records management, National and State Crime Information Databases.
Knowledge of State and local social service agencies.
Knowledge of general office policies and procedures; computers and general office equipment.
Skill in typing and entering data with speed and accuracy.
Skill in communicating effectively both verbally and in writing.
Skill in completing basic mathematic calculations.
Skill in organizing work and setting priorities to meet deadlines amid frequent interruptions.
Skill in displaying professionalism in all forms of communication.
Skill in interpreting, analyzing, and applying federal, state, and local laws, rules and regulations related to areas of assignment.
Skill in interpreting and implementing policies, procedures, technical processes and computer applications related to area of assignment.
Skill in maintaining accurate records, filing systems, and technical documents.
Skill in performing basic research, preparing clear and concise correspondence, reports, and statements.
Skill in establishing and maintaining strong working relationships.
Skill in using tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
Skill in operating a computer and related software.
High school diploma or GED equivalent and some college level courses in business, office management or a related field and three (3) years of responsible secretarial experience involving assisting executive management or a high-level official with one (1) year of experience working in an organization handling sensitive data and confidential information; OR an equivalent combination of education, training, and experience.
A valid State driver’s license is required.
Notary Public.

Responsibilities

Performs various complex and confidential administrative, technical, and secretarial support duties; orders supplies and equipment; enters various information into computer systems; maintains multiple calendars; schedules meetings and appointments and makes travel accommodations as needed; prepares and processes paperwork and other materials; sorts and distributes mail; takes meeting minutes; creates, prepares, and reviews correspondence and reports; monitors contracts; maintains various spreadsheets, logs, and files.
Provides support and information to internal and external customers; receives and screens visitors, calls, emails, and mail; answers phone and email inquiries; greets and directs calls and walk-in visitors; provides customers with informational brochures and flyers as needed; receives complaints and routes to the appropriate person; takes and delivers messages.
Prepares detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling.
Performs a variety of financial duties; processes invoices, deposits, and payments; provides assistance with developing, presenting, and overseeing the budget; processes payroll; codes invoices; prepares financial documents and billings; performs financial calculations; reconciles purchasing cards; utilizes information extracted from financial databases; enters new customer and vendor information; monitors petty cash, accounts, grants, and budgets; and prepares financial reports.
Performs various support related duties; troubleshoots office equipment issues; schedules training classes; takes inventory; trains and schedules personnel; coordinates various special projects; attends meetings, seminars, and workshops; and participates in the development of divisional policies.
Coordinates monthly Social Media Team planning meetings; assists with assignments; and monitors various social media platforms and sites as directed.
Performs other duties as required or assigned.
When Assigned to Police: Organizes and maintains various administrative, confidential, reference, and follow up files and records for the Police Chief and Assistant Police Chief, including confidential background, training, and personnel files.
Assists in the Department Accreditation processes and requirements.
Coordinates and plans events such as Junior Police Academy, Citizens Police Academy, Coffee with Cops, Memorial functions, Honors and Awards ceremonies, large meetings, in-house training and other department functions/events held by or in the Police Department.
Responsible for expungements, restricted access, and petitions required by Guadalupe County, Bexar County, and District Court Judges.
When Assigned to Public Works: Assists Recreational Manager with creation of signage, purchasing, planning, and coordination of City events.
Prepares write-ups for public works section of the city newsletter, and agendas and meeting minutes for committee meetings.
Maintains Backflow Assembly Test Reports ensuring compliance and coordinates with various backflow testers for up-to-date licensing, calibration reports, and compliance.