Overview
Administrative Assistant Jobs in College Station, TX at Stylecraft Builders
Administrative Assistant (Mayor’s Office/Administration Department)
SUMMARY OF POSITION
Perform administrative assistant and secretarial duties for the Mayor, City Council and Administration Department.
ESSENTIAL JOB DUTIES (Essential functions include the following and the Physical Requirements listed below):
Primary support is for the Mayor and all daily support including all confidentiality that pertains to that office. Assistance is provided to the City Council and no confidentiality is to be shared between offices.
Plan and perform administrative office duties as assigned, including but not limited to composing, preparing, and typing a variety of correspondence, memos, reports, and other materials for the Mayor, City Council, and Administration Department
Perform basic office functions, activities, and communications with departmental and City staff as well as citizens, community businesses, and outside organizations to assure efficient work flow of office operations
Act as a liaison with visitors in person and on the telephone
Provide information, receive and process requests and complaints and direct to the appropriate department
Provide procedural and city code information to various citizens and businesses
Provide administrative support for budget and payroll certification for Mayor
Process Purchase Orders for the Mayor’s Office, City Council, and Administration Department
Process Credit Card/Expense statements for the Mayor’s Office and Administration Department
Provide administrative support for various boards and commissions, as directed by the Mayor
Perform background checks and process liquor license, tattoo license, and other license requests as directed
Schedule meeting rooms and assist with special projects
Maintain Mayor’s calendar and scheduling of appointments
Make travel arrangements for Mayor and elected officials
Performed other duties as assigned by the Mayor
BASIC JOB QUALIFICATIONS
High School Diploma or equivalent; Bachelor’s Degree in related field preferred.
Two years of professional executive secretarial or administrative office support experience, including
at least one year in a public sector environment
Type a minimum of 60 words per minute
Experience or ability to transcribe from electronic media, or transcribing notes of the proceedings of a public meeting preferred
KNOWLEDGE, SKILLS, ABILITIES REQUIRED
Ability to work independently, take initiative, and spearhead projects after receipt of general direction
Organize, ability plan ahead, and keep an excellent filing system
Ability to exercise good judgment in a variety of situations
Engage in a strategic thought process
Maintain a balance among multiple priorities with a sense of urgency
Ability to communicate effectively orally and in writing
Maintain confidential information with discretion
Ability to transcribe materials
Knowledge of customer service skills and ability to work tactfully with the public and employees
Ability to remain calm under times where the public may be upset
Ability to operate and adapt to various platforms of technology, such as an iPad, laptop, personal computer, Smart TVs, etc
Knowledge of common office equipment, such as the use of a phone, printer, copy and fax machine, scanning equipment and software, and the ability to learn and adapt to new equipment
Intermediate knowledge level and skillful use of Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Publisher
OTHER JOB REQUIREMENTS
Position may be required to assist other departments, Deputy Clerk, and City Clerk on a temporary basis due to absences or vacations, as needed
Position must be able to work occasionally after work hours
PHYSICAL REQUIREMENTS
Must be able to bend and lift items weighing up to 25 pounds
Manual dexterity necessary to type at least 60 words per minute and to operate a variety office equipment
WORKING CONDITIONS
Most of the work is performed in an office setting with frequent interruptions with the need to deal with a great diversity of people. Some off-site work is required. Occasionally, there is a need to pick up or deliver items in the community or to other City departments.
The City of Fairview Heights is an Equal Opportunity Employer. EOE/M/F/D/V
Title: Administrative Assistant
Company: Stylecraft Builders
Location: College Station, TX
