Executive Assistant to Department Director

City of San Antonio; San Antonio (TX); On-site; USD 38,000 - 58,000; Full time

Job summary

City of San Antonio seeks an experienced administrative assistant to perform complex secretarial duties for an assigned department director. The role includes handling calls, correspondence, scheduling, payroll preparation, and records management in an office setting.

Applicants must have a high school diploma or GED and at least three years of secretarial/clerical experience, including one year of word processing.

Qualifications

• High school diploma or GED equivalent.
• Three (3) years of increasingly responsible secretarial and clerical experience, including one (1) year of word processing or other computer experience.

Responsibilities

• Performs a wide variety of complex and responsible secretarial and administrative duties for assigned department director.
• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; and resolves citizen concerns and complaints.
• Interprets department policies, procedures, laws, and regulations in response to inquiries and complaints; and refers inquiries as appropriate.
• Initiates and maintains a variety of files and records for information related to the department director's office; and maintains manuals and updates resource materials.
• Prepares and maintains accurate records of personnel related paperwork, including requests for leave, changes of status, and personnel requisitions; assists in the preparation of employee performance appraisals; and prepares payroll.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements; maintains appointment schedules and calendars; and arranges meetings, conferences, and civic functions.
• Researches, compiles, and analyzes data for special projects and various reports and may assist in compiling information for City Council agenda packets.
• Orders and maintains office supplies.
• Monitors fax and copier machines and printers and recommends and arranges necessary maintenance.
• Provides staff support to division heads as needed and relieves and fills-in for support staff as necessary.
• May receive and process monthly billings from the general accounting office; and may receive and log incoming checks and distribute to appropriate division or staff person.
• May take minutes during various board, commission, or committee meetings.
• Performs related duties and fulfills responsibilities as required.

Skills

Attention to detail

Customer service

Confidentiality

Adaptability

Communication skills

Education

High school diploma or GED

Tools

Microsoft Office

Job description

City of San Antonio seeks an experienced administrative assistant to perform complex secretarial duties for an assigned department director. The role includes handling calls, correspondence, scheduling, payroll preparation, and records management in an office setting.

Applicants must have a high school diploma or GED and at least three years of secretarial/clerical experience, including one year of word processing.