Administrative Assistant

City of Lubbock; Lubbock (TX); On-site; USD 40,000 - 52,000; Full time

Job summary

City of Lubbock is seeking a capable clerical specialist to perform a wide range of duties in a municipal department. You will compose documents, manage schedules, greet visitors, and support office operations.

The role requires a high school diploma or equivalent and several years of secretarial experience; a valid driver's license is also requested. Proficiency with word processing and office software is essential, as is the ability to work independently and maintain accurate records.

Qualifications

• High school diploma or equivalent with 3–6 years of progressively responsible secretarial experience.
• Valid Current Driver's License.

Responsibilities

• Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes.
• Take and transcribe minutes from meetings.
• Greet visitors by phone and in person; explain policies and procedures.
• Schedule appointments and maintain a calendar.
• Open, review, and route mail.
• Arrange conferences and distribute materials and set up meeting room.
• Make travel arrangements and reservations.
• Maintain department files and records.
• Prepare payroll records and related personnel records; review payroll for accuracy; input time records for biweekly payroll.
• Review and proofread correspondence, memos, and reports.
• Perform related duties as required.

Skills

Grammar & proofreading

Time management

Communication

Independent work

Word processing

Payroll familiarity

Education

High school diploma or equivalent; 3–6 years of secretarial experience

Job description

Performs a wide variety of difficult clerical and secretarial duties.

• Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes;
• Utilize a variety of computer software to produce documents which may include or incorporate text, tables, and graphics;
• Take and transcribe minutes from various meetings;
• Greet visitors by phone and in person and ascertain nature of business, provide assistance or referral, and explain policies and procedures;
• Schedule appointments and maintain a calendar;
• Open, review, and route mail according to contents;
• Arrange conferences and meetings by compiling agendas and support materials, distributing materials, and set-up meeting room and refreshments;
• Make travel arrangements and reservations;
• Maintain department files and records;
• Compile information from records and prepare reports;
• Prepare vouchers to pay department expenses, maintain office supplies, maintain a cash fund;
• Prepare and maintain personnel records including personnel action forms and timesheets, prepare and submit records required for payroll processing, review payroll records for accuracy and compliance with policies, input time records for biweekly payroll;
• Review and proofread correspondence, memos, and reports to ensure accuracy and correctness;
• Perform related duties as required.

Completion of a high school diploma or the equivalent with an additional three to six years of increasingly responsible secretarial experience; or any combination of relevant education and experience which provides the following:

Valid Current Driver's License

Knowledge of:

• Office practices and procedures;
• The organization, function, and policies of the department;
• General knowledge of municipal government organization and services;
• Personnel and financial recordkeeping;
• Computer principles and procedures;
• Proper public contact and telephone etiquette.

Ability to:

• Spell and use correct grammar;
• Prioritize and schedule work to meet deadlines;
• Transcribe material from a dictaphone system;
• Communicate effectively with others;
• Work independently in the absence of specific instructions;
• Prepare accurate payroll and financial records;
• Perform computer/word processing functions.

Physical Requirements:

Maintain the ability to:

• Frequently stand and walk during the shift;
• Frequently stand and walk;
• Frequently pull or push objects;
• Occasionally flex upper trunk forward at the waist and partially at the knees;
• Occasionally lift and carry up to 10 pounds;
• Occasionally rotate upper trunk to the left or right while sitting or standing;
• Place arms above. at. or below shoulder height.