Administrative Assistant II - Temporary (Grant Funded)

City-of-SAN-Antoni; San Antonio (TX); Vor Ort; USD 42.000 - 60.000; Vollzeit

Zusammenfassung

San Antonio Metro Health District (SAMHD) seeks a capable administrative professional to support a department's operations and public-facing activities. The role involves preparing correspondence, coordinating admin processes, and assisting in policy formation while ensuring compliance with city rules.

As a grant-funded, at-will position, the incumbent may supervise staff, monitor payroll, and help manage inventories and reports. Work location is in San Antonio, TX, with typical daytime hours.

Qualifikationen

• Two years of college from an accredited college or university.
• Two years of administrative experience.

Aufgaben

• Prepares correspondence for communication with other City departments as well as the public.
• Assists in providing a variety of responsible duties involved in coordinating the administrative operations of the assigned department or division.
• Assists in the formulation of policies and procedures for the assigned department; ensures compliance with current City and department rules and regulations.
• Participates in the preparation of the department budget; assists with monitoring and reviewing expenditures; provides information to appropriate department staff.
• Monitors inventory of office supplies; reviews purchase requisitions and requests for payments.
• Assists in coordinating administrative personnel functions; assists in initiating personnel requisitions; monitors overtime and attendance records; assists in preparing and monitoring employees' payroll.
• Researches, compiles and analyzes data for special projects and various reports; prepares reports outlining progress of projects; documents, problems and issues.
• May oversee operations of a warehouse including inventory control, purchasing materials and tools and ensuring inventory procedures are implemented.
• May supervise clerical and administrative staff in general office operations.
• May prepare public relations data, brochures and handouts.
• May organize and maintain filing systems; maintain records related to specific areas of assignment.
• May respond to and resolve difficult and sensitive citizen inquiries and complaints.

Kenntnisse

Accounting knowledge

Office administration

Communication skills

Data analysis

Research methods

Record keeping

Computer skills

Team collaboration

Independent work

Ausbildung

Two years of college coursework

Jobbeschreibung

Under direction, is responsible for performing a wide variety of professional administrative duties in support of the activities and services of an assigned department; coordinates office services and provides information and assistance to the public regarding the assigned department or division. Working Conditions are primarily in an office environment. May exercise direct supervision over assigned staff.

This position is a "grant funded" position, therefore unclassified and has no disciplinary appeal rights to the Municipal Civil Service Commission. This position is likewise subject to at-will employment status and can be terminated at any time for any reason.

The San Antonio Metro Health District (SAMHD) provides public health services to clients, which may include risk for exposure to and possible transmission of vaccine‑preventable diseases. Staff in high‑risk positions will be required to obtain relevant immunizations, per SAMHD Policy DM 13.2. Review and consideration will be given to requests for exemption from this policy.

SAMHD is committed to advancing health equity throughout the community and to creating a work environment in which all staff feel valued, respected, and accepted. Per SAMHD Policy DM 15.1, all staff are expected to apply a health equity lens to programs, services, and decision making that directly impact the communities we serve.

Work Location

515 Castroville Rd, San Antonio, TX 78237

Work Hours

7:45 a.m. - 4:30 p.m., Monday - Friday

• Prepares correspondence for communication with other City departments as well as the public.
• Assists in providing a variety of responsible duties involved in coordinating the administrative operations of the assigned department or division.
• Assists in the formulation of policies and procedures for the assigned department; ensures compliance with current City and department rules and regulations.
• Participates in the preparation of the department budget; assists with monitoring and reviewing expenditures; provides information to appropriate department staff.
• Monitors inventory of office supplies; reviews purchase requisitions and requests for payments.
• Assists in coordinating administrative personnel functions; assists in initiating personnel requisitions; monitors overtime and attendance records; assists in preparing and monitoring employees' payroll.
• Researches, compiles and analyzes data for special projects and various reports; prepares reports outlining progress of projects; documents, problems and issues.
• May oversee operations of a warehouse including inventory control, purchasing materials and tools and ensuring inventory procedures are implemented.
• May supervise clerical and administrative staff in general office operations.
• May prepare public relations data, brochures and handouts.
• May organize and maintain filing systems; maintain records related to specific areas of assignment.
• May respond to and resolve difficult and sensitive citizen inquiries and complaints.
• Performs related duties and fulfills responsibilities as required.

• Two (2) years of college from an accredited college or university.
• Two (2) years of administrative experience.

Preferred Qualifications

• Bilingual.
• Valid Class "C" Texas Driver's License.

Applicant Information

• Unless otherwise stated, applicants are permitted to substitute two years of related full‑time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full‑time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre‑employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.

• Knowledge of basic accounting principles and practices.
• Knowledge of principles and practices of organization and management.
• Knowledge of English usage, spelling, and punctuation.
• Knowledge of research and statistical methods.
• Knowledge of modern office practices, procedures, equipment and, depending on the individual job requirements, clerical techniques.
• Ability to operate a computer keyboard and other basic office equipment.
• Knowledge of business mathematics.
• Knowledge of techniques and methods of research and data collection.
• Knowledge of record keeping procedures and practices.
• Knowledge of applicable Federal, State and local laws and regulations.
• Knowledge of principles of community relations.
• Knowledge of mathematics and statistics.
• Skill in using a personal computer and associated software programs.
• Ability to learn principles and procedures of personnel administration.
• Ability to learn purchasing procedures and policies.
• Ability to learn assigned department procedures, policies, activities and services.
• Ability to learn research and data collection methods and techniques.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Ability to perform responsible programs and office administration duties.
• Ability to understand the organization and operations of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to interpret and apply administrative and departmental policies and procedures.
• Ability to compile data and prepare routine reports.
• Ability to research, analyze and summarize data.
• Ability to work independently in the absence of supervision.