Administrative Assistant, (B271200-1), 205, City Manager's

City of Laredo; Laredo (TX); Presencial; USD 40.000 - 55.000; Jornada completa

Descripción de la vacante

The City of Laredo is seeking an experienced administrative assistant to provide support to a City department. You will handle payroll, purchasing, hiring coordination, travel planning, and HR inquiries, while maintaining accurate records and reports.

This role requires strong financial and office skills, bilingual communication in English and Spanish, and the ability to manage multiple tasks with attention to detail. A valid Texas driver license is required.

Formación

• An Associate's degree or 60 completed college hours required.
• At least five years of advanced admin support experience.
• Valid Texas Driver License; background check and transcripts required.

Responsabilidades

• Manages and processes payroll for the department.
• Oversees purchasing; prepares requisitions and PO.
• Assists with hiring by opening requisitions and scheduling interviews.
• Prepares travel arrangements for the department.
• Provides customer service and answers HR inquiries.
• Performs bookkeeping: AR/AP and transfers documentation.
• Assist in budget preparation and reporting.
• Coordinate City Council and City Manager meetings.

Conocimientos

Cash handling

Accounting

Office software

AS400

English grammar

Data analysis

Customer service

Time management

Bilingual English/Spanish

Educación

Associate degree

Herramientas

Microsoft Office

Descripción del empleo

Provides administrative and office support to a City department. Assists with payroll and budget processes, maintains personnel files, and conducts general administrative duties to maintain office productivity.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Manages and processes Payroll for the department; ensures proper documentation is processed and submitted in a timely manner.
• Oversees Purchasing for the department; contacts vendors, prepares requisitions, and processes purchase orders.
• Assists with hiring process by opening requisitions for job postings and scheduling interviews.
• Prepares and processes travel for the department as needed.
• Assists with department calls and provides customer service. Assists employees with inquiries regarding HR policies and procedures.
• Performs bookkeeping functions, including recording financial transactions, managing accounts receivable and accounts payable, and preparing necessary documentation for transfers. Maintains department’s petty cash, distribution, and inventory of assets; prepares and maintains reports and records.
• Assist in budget preparation and reporting.
• Assists with coordination of City Council agendas and meetings.
• Performs scheduling duties for the City Manager's office and City Hall meeting spaces, as needed.
• Coordinates administrative needs for City Council meetings and City Manager's Office meetings.
• May assist with coordination of City Committees under the department.
• Assists with special projects and Council Directives assigned to City Manager's Office.
• Performs related work as required.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of cash handling, accounting, and record keeping.
• Knowledge of City of Laredo policies, procedures, and processes.
• Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400.
• Knowledge of English grammar, spelling, and punctuation.
• Knowledge of the methods and practices of assembling and analyzing data.

Skills and Abilities:

• Skill in planning, organization, and time management.
• Skill in customer service delivery.
• Skill in performing a variety of duties, often changing from one task to another of a different nature.
• Ability to maintain attention to detail.
• Ability to maintain records, assemble and organize data, and prepare report.
• Ability to communicate clearly and effectively both orally and in writing, in the English and Spanish language.
• Ability to build and maintain effective working relationships with others.
• Ability to maintain good planning and organizational skills.
• Ability to receive and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements

Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations

Position will require the employee to work in the following types of work environments

Never

• Street environment (near moving traffic)
• Construction site
• Confined space
• Warehouse environment

Seldom

• Outdoor environment
• Vehicles

Often

• Office or similar indoor environment

Exposures

Position will require the employee to be exposed to the following environmental elements

Never

• Individuals who are hostile or irate
• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Travel

Position will require the employee to travel

Never:

• National travel
• International travel

Seldom:

• Regional travel

Sometimes:

• Local travel

Required Education and Experience

• Associate's degree or 60 completed college hours from an accredited college/university.
• At least five (5) years of experience in advanced administration support

Foreign Education:

• Applicants who have completed education outside of the United States must submit a foreign credential evaluation completed by a professional credential evaluation agency that is a member of the National Association of Credential Evaluation Services (NACES)or the Association of International Credential Evaluators (AICE). The evaluation must verify the U.S. equivalency of the degree and identify the comparable U.S. degree level. Applicants are responsible for obtaining and submitting the required evaluation documentation.

Note:

The City of Laredo is not responsible for any fees associated with obtaining a foreign credential evaluation or educational equivalency documentation.

Required Licenses or Certifications

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at [phone] two days prior to the scheduled interview and/or test if applicable.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.