Senior Administrative Assistant chez City of San Marcos, TX, TX

About the Department

Provides administrative support within the Department; coordinates clerical activities for area of assignment; supports clinical operations; assists with quality assurance and improvement; prepares correspondence and other documentation; maintains departmental records and files; schedules and coordinates meetings and other functions; performs a variety of general accounting duties; coordinates and conducts special projects; and performs other routine and/or specialized duties relative to area of assignment.

Position Duties

• Answers, screens, and directs incoming calls; documents and disseminates phone messages; greets and assists office visitors.
• Responds to various types of inquiries regarding departmental operations, programs, services, and policies.
• Researches, follows up, and assists in resolving public issues, concerns, and complaints.
• Updates and maintains assigned calendars; schedules appointments, meetings, conferences, and/or other functions.
• Drafts correspondence and meeting minutes; prepares reports, presentations, press releases, bid documents, contracts, and/or other documentation.
• Updates and maintains departmental policies, procedure manuals, web pages, databases, personnel records, and filing systems.

• Trains employees in clerk duties
• Performs clerk duties as assigned
• Obtains blood samples and anthropometrics as assigned
• Performs quality assurance activities and makes recommendations for improvement.
• Coordinates facility repairs and disposal of medical waste.

• Processes accounts payable/receivable, check requests, purchase orders, invoices, and/or budget adjustments.
• Assists in preparing departmental budget.
• Monitors and maintains petty cash fund; issues monies as necessary.
• Coordinates the purchase of departmental supplies, equipment, and/or uniforms; obtains purchase orders; liaises with vendors; monitors and maintains supply inventories.
• Participates in administering grant funding and/or departmental contracts; assists in coordinating bid processes.
• Updates and maintains inventory and disposition of equipment and supplies.

• Maintains WIC facility to ensure a clean, safe, and sanitary environment:
• Participates in cleaning restrooms, kitchen/break area, furniture, doors, windows, floors, and equipment.
• Removes trash to the proper disposal receptacle.
• Re-stocks supplies such as tissue, towels, soap, and hand sanitizer.
• Reports facility issues to supervisor.

• Prepares and submits departmental timesheets and travel requests.
• Processes, sorts, opens, and distributes departmental mail.
• Copies, scans, faxes, and files documentation.
• Resolves equipment and IT issues.
• Coordinate vehicle maintenance and repairs
• Performs other routine and/or specialized duties as assigned.

Minimum Qualifications

• Four (4) years of directly related experience required.
• High school diploma or equivalent is required.  
• Valid Texas Driver’s License with an acceptable driving record.

Other Qualifications

• Must be able to read and comprehend policies, procedures, municipal codes, budgets, financial records, contracts, and/or other departmental documentation; must have the ability to prepare/process complex correspondence, reports, and other materials of a highly confidential nature.
• Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, community organizations, vendors, and the general public.
• Immunizations: For the health and safety of staff and clients, proof of immunizations is recommended. Immunizations may be provided at the City’s expense if the individual chooses to receive them. Recommended immunizations include MMR (Measles, Mumps, Rubella), Varicella (Chickenpox), Influenza (annually), Tetanus (booster every 10 years), Hepatitis B (series of 3), and Tuberculosis (TB) testing. TB documentation within the past year is preferred at the time of hire. Annual TB testing may be waived with completion of a Tuberculosis Annual Questionnaire and absence of symptoms.   

Physical requirements include lifting up to 45 pounds occasionally.  Subject to vision and hearing constantly; sitting, handling, fine dexterity, and talking frequently; standing, walking, lifting, carrying, pushing/pulling, and foot controls occasionally; reaching, bending, twisting, climbing, and balancing rarely.

Working conditions involve sitting for extended periods of time.

Safety Sensitive Position.