Senior Administrative Assistant

City of Round Rock•Round Rock, TX

About The Position

Under limited supervision, the Senior Administrative Assistant performs high-level administrative support for the Fire Chief and department staff, including support on a variety of special projects. The position provides administrative support on highly technical, specialized projects and confidential documents. It may also serve as the department’s Human Resources liaison, coordinating and facilitating personnel processes and helping ensure timely communication and follow-through on departmental HR needs. The role may provide training and serve as a resource for other administrative support staff on department processes and procedures.

Requirements

High school diploma or equivalent.
Four years of clerical or administrative support experience in a professional environment; college credit may be substituted for experience on a year-for-year basis.
Demonstrated knowledge of modern office software, such as Microsoft SharePoint, Teams, Word, Excel, and Outlook.

Responsibilities

Greet internal and external visitors; answer phone, email, and web-based inquiries; respond to or direct inquiries as appropriate.
Collect, distribute, and send mail.
Scan and/or file documents and maintain documents and files.
Enter, track, review, reconcile, and verify the accuracy and completeness of data; maintain data and facilitate document processing for approval or submission through appropriate workflows.
Maintain, order, and organize supplies and materials.
Schedule and support meetings, trainings, and events; maintain calendars; and coordinate travel for the department and/or division.
Provide basic technical support and submit Information Technology and Facility work tickets for the assigned area.
Draft letters, memos, forms, general correspondence, and presentations using appropriate software.
Research, compile, analyze, and prepare reports.
Prepare documents for City Manager and/or Council review and approval; enter and retrieve data from Legistrar.
Serve as a liaison between city departments.
May serve as the department’s HR liaison and primary contact with HR, coordinating and facilitating recruitment, onboarding, offboarding, personnel actions, HR liaison meetings, and other HR initiatives.
Provide administrative support for specialized projects and confidential documents.
May train and provide guidance to other administrative support staff on department processes and procedures.
May maintain and update webpages and maintain data in online databases.