Executive Secretary to Mayor & City Manager

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 capable administrative professional to perform highly responsible secretarial duties for the Mayor, City Council, and City Manager’s Office. The role involves front-line public information, calendar management, travel arrangements, and special project support.

Responsibilities include organizing records, handling correspondence, payroll tasks, and coordinating meetings. Candidates need strong English, computer, and office-skills.

Qualifications

• 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.

Responsibilities

• Performs a wide variety of complex and responsible secretarial and administrative duties for Mayor, Council or City Manager's Office.
• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; and resolves citizen concerns and complaints.
• Interprets 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 assigned 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.
• Orders and maintains office supplies.
• Monitors fax and copier machines and printers and recommends and arranges necessary maintenance.
• May receive and process monthly billings from the general accounting office.
• May take minutes during various board, commission, or committee meetings.
• Performs related duties and fulfills responsibilities as required.

Skills

English proficiency

Computer literacy

Office equipment operation

Note taking

Time management

Communication

Education

High school diploma or GED

Associates degree desirable

Tools

MS Office Suite

Word processing software

Spreadsheet software

Job description

City of San Antonio is seeking a capable administrative professional to perform highly responsible secretarial duties for the Mayor, City Council, and City Manager’s Office. The role involves front-line public information, calendar management, travel arrangements, and special project support.

Responsibilities include organizing records, handling correspondence, payroll tasks, and coordinating meetings. Candidates need strong English, computer, and office-skills.