Senior Administrative Assistant - Public Works bei City of San Marcos, TX, TX

About the Department

Serves as primary contact for Public Works issues. Provides administrative support for each division including Administration, Street, Stormwater, Traffic, Transit, Fleet & Facility Services; operates switchboard and/or answers calls for area of assignment; provides information and assistance to callers and departmental visitors; conducts purchasing and accounting tasks; performs data entry; prepares correspondence and other forms of documentation; maintains departmental records; and performs other related duties.

Position Duties

1. Performs a variety of administrative duties in support of departmental operations:
   • Operates multi-line phone system and answers and directs incoming calls to appropriate department and/or individual; documents and distributes phone messages as required.
   • Responds to various types of inquiries/complaints regarding departmental operations, services, policies, and procedures.
   • Greets and assists the public; directs visitors to appropriate locations.
   • Prepares work orders for customer requests and complaints; forward related work orders to appropriate personnel.
   • Obtains information from the City, TxDOT, Hays County, Contractors, Texas State University, to compile a weekly traffic report with map and new release ready.
   • Prepares and distributes weekly standby information for Public Works and Utility Departments.
   • Develops and generates monthly department report; consolidates work order data; maintains performance metrics and charts.
   • Updates the department’s webpage.
   • Receives deliveries; notifies appropriate individuals.
   • Maintains assigned calendars; schedules meetings and appointments; books travel arrangements; registers staff for conferences and seminars.
   • Plans, staffs, and organizes department meetings, workshops, and/or other events.
2. Conducts a variety of purchasing and accounting tasks:
   • Creates Purchase Orders and Requisitions for contracts and encumbered services/materials.
   • Manage and submit all check requests
   • Enter, code, and reconcile P-card statements and/or assigned accounts.
   • Processes vendor invoices for payment.
   • Maintains financial records for area of assignment.
   • Monitors assigned budget; run financial reports.
   • Prepares yearly Public Works Admin Budget.
   • Orders office supplies and business cards as needed.
3. Miscellaneous:
   • Creates and/or prepares correspondence, forms, files, labels, and/or other types of documentation; performs data entry.
   • Copies, faxes, and files documents and/or notarizes.
   • Updates and maintains departmental records, files, telephone information and employee lists and databases.
   • Stocks and organizes informational materials.
   • Coordinates and conducts special projects as assigned.
   • Operates and assists in maintaining office equipment.
   • Performs other related duties as assigned.

DECISION MAKING

Minimum Qualifications

• High School Diploma or equivalent is required.
• Four (4) years administrative support/customer service and receptionist/general office experience is required.
• Use of Outlook, Word documents, Excel, Access, and Power Point is preferred.
• Must possess a valid Texas Driver’s License with an acceptable driving record.

Other Qualifications

JOB DIMENSIONS

• Must be able to read and prepare correspondence, reports, and other departmental documentation.
• Must be able to read/comprehend telephone directories, log books, and other types of departmental documentation.
• Must be able to find locations on a map.
• Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, vendors, and the general public.

PHYSICAL DEMANDS AND WORKING CONDITIONS

Physical requirements include lifting up to 35 pounds (rarely). Subject to sitting, vision, hearing and talking constantly; reaching occasionally; standing, walking, lifting, carrying, pushing/pulling, handling, fine dexterity, kneeling, crouching, bending, twisting, climbing, balancing and foot controls rarely.

Working conditions involves sitting for extended periods of time. Working around household hazardous waste.