Executive Secretary

City-of-SAN-Antoni; San Antonio (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

City of San Antonio is seeking a dedicated administrative assistant to support a department director with complex secretarial duties in an office setting.

You will screen calls, manage calendars, prepare records and reports, coordinate travel, and assist with council packets and meetings. The position requires a high school diploma or GED and at least three years of secretarial experience; proficiency in Microsoft Office and strong customer service are essential.

Qualifications

• High school diploma or GED equivalent.
• Three years of increasingly responsible secretarial and clerical experience, including one year of word processing or other computer experience.
• Proficiency in Microsoft Office applications and strong customer service skills.

Responsibilities

• Performs complex secretarial duties for the department director.
• Screens calls, visitors, and mail; responds to sensitive requests and citizen concerns.
• Interprets policies, maintains files and records, and updates manuals.
• Prepares payroll and personnel paperwork; assists in performance appraisals.
• Manages calendars, travel arrangements, meetings and council packets.
• Researches data for reports and supports city council agenda materials.
• Orders supplies and maintains office equipment; coordinates maintenance.

Skills

Attention to detail

Customer service

Communication

Confidentiality

Office equipment operation

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Office suite

Job description

Under direction, is responsible for performing a variety of highly responsible and complex secretarial and administrative duties for an assigned department director. Provides general information and assistance to the public. Working conditions are primarily inside an office environment. May exercise functional supervision over assigned staff.

Work Location

City Tower - 100 W. Houston, San Antonio, TX (78205)

Work Hours

8:00 a.m. - 5:00 p.m., Monday - Friday

Job Duties

• 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.

Minimum Qualifications

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency).
• Three (3) years of increasingly responsible secretarial and clerical experience, including one (1) year of word processing or other computer experience.

Preferred Qualifications

• General knowledge of City policies & procedure
• Exceptional attention to detail
• Strong customer service skills
• Must maintain confidentiality
• Proficiency in Microsoft Suite Office applications
• Ability to be flexible and agile to assist the office with specific needs as they arise, such as with the preparation for larger meetings, special events, etc.

• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of modern office procedures, methods, and equipment.
• Knowledge of business letter writing and basic report preparation.
• Knowledge of principles and procedures of record keeping.
• Knowledge of principles and methods of note taking.
• Knowledge of basic mathematics principles.
• Knowledge of basic procedures and techniques of budget preparation and accounting.
• Skill in utilizing a personal computer and associated software programs.
• Ability to operate a computer keyboard and other basic office equipment.
• Ability to interpret and apply administrative and departmental policies, procedures, laws, and regulations.
• Ability to perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Ability to compile and maintain complex and extensive records and prepare routine reports.
• Ability to maintain confidential data and information for executive and administrative staff.
• Ability to independently prepare correspondence and memorandums.
• Ability to schedule and coordinate projects; set priorities; and adapt to changing priorities.
• Ability to research, analyze, and summarize data.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain effective working relationships with those contacted in the course of work, including City officials, management, staff employees, and the general public.