HOURLY: $18.18

JOB OBJECTIVE:
Responsible for providing administrative and clerical services to ensure effective and efficient administrative operations of the City Manager. Employee is responsible for prompt, accurate performance of all clerical operations, including data collection and record processing, and administrative assistance by relieving many routine and confidential matters. The employee has daily contact with the employees and public, which requires courtesy and professionalism.  The Executive Administrative Assistant reports to the City Manager. This position has no supervisory responsibilities.  

ESSENTIAL JOB FUNCTIONS:

1. Greets individuals and determines nature and purpose of visit, and directs them as appropriate.
2. Responsible for receiving and disseminating all incoming documents/mail by stamping and logging as appropriate.
3. Receive all incoming calls, screens and forwards calls, provides information, and takes appropriate messages.
4. Responsible in composing/preparing correspondence, spreadsheets, presentations and emails, as requested and ensures accuracy of information.
5. Maintain department calendar to include reservations for the EOC and conference rooms.  Follows-up with calendar invites.
6. Assists in the planning and preparation of meetings and conferences.
7. Responsible for processing purchase requisitions and purchase orders by following all purchasing protocols and procedures.
8. Makes travel and hotel reservations.
9. Transcribes, formats, inputs, edits, retrieves, copies and transmits correspondence and documents.
10. Schedules appointments as requested and follows-up as appropriate.
11. Maintain the department’s filing system.
12. Serves as timekeeper for the department and ensures that all required documentation is verified for accuracy before City Manager approval.
13. Provides information about the City such as location of departments or offices, employees, or services provided by the City.
14. May attend meetings as assigned and take notes, as needed.
15. Monitor’s use of office supplies and equipment and maintains an adequate office supply inventory.
16. Responsible for the City Manager’s work area by controlling and securing all incoming/outgoing traffic.
17. Attend events as needed that may require time after normal business hours.
18. Will be responsible for sending emails as needed and responds as appropriate and/or on a timely manner.
19. Gathers information as needed and prepare for City Manager.
20. Responsible for the department’s budget accounts and balances. (expenditure sheets)
21. Process daily mail/documents to the director to disburse and/or for signature, accordingly.
22. Assist with Public Information Requests by acquiring necessary information and submitting to the City Secretary’s Department on a timely basis.
23. Perform other related duties as assigned.

EQUIPMENT/MATERIAL:
Computer, scanner, copier, binding machine, calculator, recording equipment and other general office equipment.

WORKING CONDITIONS/PHYSICAL DEMANDS:
Must be able to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of members, employees, residents, clients and contractors. May find the environment to be busy and will need excellent organizational, communication, time and stress management skills to complete the required tasks.  May have to work irregular hours or shifts and some occasional travel may be required. There is little or no hazard to health or body in standard conditions with adequate lighting, heating and ventilation. There is little or no physical effort, requiring little movement and infrequent lifting greater than 5-15 lbs.

EDUCATION/SKILLS REQUIRED:
Requires a high school diploma with a minimum of four (4) years’ related experience in a related field. Requires excellent grammar, writing, organizational and communication skills and be able to type a minimum of 50 wpm.  Must also be computer literate and proficient in Microsoft Word, Excel, PowerPoint, internet and email.  Must have the ability to follow complex oral and written instructions and multi-task.  Must be able to maintain confidentiality.  Must possess strong interpersonal and team building skills.  Must possess a valid Texas driver’s license (Class C) with a satisfactory driving record.  Must be bilingual (English/Spanish).  Preferred Qualifications:  College degree or minimum of 48 hours.