Sr. Administrative Assistant, (A262010-2), 207, Administration

City of Laredo • Laredo, TX

15d • Onsite

About The Position

Provides highly responsible executive-level administrative, operational, and project support to the Director of Human Resources and the Human Resources Administration Division. Coordinates and manages confidential administrative functions, departmental initiatives, City Council agenda processes, budget support activities, records management, interdepartmental communications, and strategic projects. Serves as the liaison between Human Resources, City departments, external agencies, and the public while ensuring compliance with applicable policies, procedures, records retention requirements, and municipal regulations. Exercises independent judgement, discretion, and professionalism in handling sensitive and confidential information.

Requirements

• Knowledge of records management and the Texas Public Information Act.
• Knowledge of project coordination and administrative operations.
• Knowledge of confidentiality requirements related to personnel and legal records.
• Knowledge of department policies, procedures, and practices.
• Knowledge of public relations and communications.
• Knowledge of basic accounting principles and financial management, such as budget preparation and cost monitoring.
• Knowledge of modern office procedures and methods including computers and applicable software.
• Knowledge of English grammar, spelling, and punctuation.
• Skill in planning, organization, and time management.
• Skill in performing a variety of duties, often changing from one task to another of a different nature.
• Skill in customer service delivery.
• Ability to exercise sound judgment and discretion in handling confidential and sensitive matters.
• Ability to coordinate multiple high-priority assignments with competing deadlines.
• Ability to analyze administrative procedures and recommend process improvements.
• Advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, and Outlook.
• Ability to communicate effectively with executive leadership, elected officials, and external stakeholders
• Ability to receive and follow directions from supervisor.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to establish and maintain effective working relationships.
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.
• Ability to communicate clearly and effectively both orally and in writing.
• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.
• Bachelor's degree from an accredited college or university in Business Administration, Public Administration, or related field
• At least five (5) years of progressively responsible administrative, executive support, office management, project coordination, or governmental administrative experience, preferably supporting executive leadership or management-level staff.
• Valid Texas Driver License.

Nice To Haves

• Experience in municipal government, human resources administration, public administration, or related operations is preferred.

Responsibilities

• Provides advanced administrative support to the Human Resources Administration Division.
• Manages complex calendars, scheduling priorities, travel arrangements, meeting coordination, and executive correspondence for the Human Resources Director or designee.
• Screens, prioritizes, and responds to inquiries, correspondence, and requests requiring independent judgment and discretion.
• Coordinates departmental meetings, executive briefings, presentations, and strategic planning sessions.
• Prepares professional correspondence, reports, presentations, memoranda, briefing materials, spreadsheets, and other administrative documents.
• Coordinates preparation, review, routing, and submission of Human Resources-related City Council agenda items, resolutions, contracts, and supporting documentation.
• Tracks agenda deadlines and coordinates approvals with the City Manager’s Office, Budget Department, Purchasing, and City Attorney’s Office.
• Maintains records of approved agenda items, council actions, and follow-up assignments to ensure timely implementation and compliance.
• Assists with departmental strategic planning initiatives, operational projects, organizational studies, and special assignments.
• May assist with departmental projects and monitor timelines, deliverables, and reporting requirements.
• Assists in developing departmental procedures, administrative practices, and workflow improvements to enhance operational efficiency.
• Conducts research and compiles data related to HR programs, compensation, benefits, recruitment, organizational trends, and benchmarking initiatives.
• Assists with preparation, monitoring, and reconciliation of the departmental budget, including personnel, operational, training, and contractual expenditures.
• Monitors expenditures and prepares budget adjustments, transfers, and supporting documentation as needed.
• Coordinates procurement-related administrative functions, including purchase requisitions, invoices, contracts, and vendor correspondence.
• Coordinates departmental records management activities in accordance with records retention schedules, City policies, and applicable laws.
• Serves as departmental liaison for Public Information Act requests and coordinates document retrieval, review, redaction, and submission with the City Attorney’s Office.
• Maintains confidential personnel, legal, and administrative records in compliance with applicable federal, state, and local regulations.
• Assists with compliance tracking related to audits, accreditation reviews, reporting requirements, and internal controls.
• Serves as a liaison between Human Resources and City departments, external agencies, vendors, elected officials, and the public.
• Responds to inquiries regarding departmental operations, policies, procedures, and council actions.
• Maintains professionalism, confidentiality, and diplomacy when handling sensitive or complex matters.
• Provides administrative coordination and support for department-wide initiatives, including but not limited to recruitment campaigns, employee engagement initiatives, benefits open enrollment, classification and compensation studies, and training programs.
• Provides backup administrative support to other Human Resources divisions as needed.
• May coordinate onboarding logistics, departmental events, and employee recognition activities.
• Maintains and updates electronic filing systems, databases, tracking logs, and reporting systems.
• Utilizes agenda management software, Microsoft Office Suite, and other technology platforms to support departmental operations.
• Generates reports, spreadsheets, and data summaries for executive leadership and operational planning.
• Screens office visitors and telephone calls; may receive and route incoming mail; provides information and responds to complaints.
• Will be required to drive a City vehicle for city business use.
• Performs related work as required.

Benefits

• Drug and alcohol test prior to employment
• Random drug and alcohol testing for safety-sensitive functions/positions
• Reasonable accommodation for individuals with disabilities during selection process

What This Job Offers

• Job Type: Full-time
• Career Level: Senior