Administrative Assistant & Office Operations Specialist

City of Lubbock; Lubbock (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

City of Lubbock is seeking a skilled secretary to perform a wide variety of clerical duties, including composing letters, taking minutes, greeting visitors, scheduling meetings, and handling payroll-related records with a high regard for accuracy and confidentiality.

The position requires a high school diploma or equivalent with 3–6 years of increasingly responsible secretarial experience and a valid driver’s license.

Qualifications

• High school diploma or equivalent with 3–6 years of progressively responsible secretarial experience.
• Valid Driver's License.
• Proficient in office practices and procedures.

Responsibilities

• 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.

Skills

Clerical experience

Typing

Communication

Organization

Public contact

Education

High school diploma

Tools

Microsoft Office

Data entry

Job description

City of Lubbock is seeking a skilled secretary to perform a wide variety of clerical duties, including composing letters, taking minutes, greeting visitors, scheduling meetings, and handling payroll-related records with a high regard for accuracy and confidentiality.

The position requires a high school diploma or equivalent with 3–6 years of increasingly responsible secretarial experience and a valid driver’s license.