Senior Administrative Assistant

City of Maypearl; Arlington (TX); Hybrid; USD 46,000 - 62,000; Full time

Benefits offered by this job

Health benefits package

Paid leave

Retirement plan

Work/Life Balance programs

Professional development

Equal Employment Opportunity Employer

Job summary

North Central Texas Council of Governments, via Workforce Solutions of North Central Texas, is seeking an organized administrative professional to support a busy office environment. Responsibilities include greeting visitors, managing calendars, handling inquiries, and coordinating travel and events.

You will assist with records management, document handling and provide back-up support to managerial staff. A two-year college degree and related experience are preferred, offering a pathway to a

Qualifications

• Requires ability to operate a variety of office equipment.
• Proficiency in Microsoft Word, Outlook, PowerPoint, and Excel.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work both independently and in a team.
• Detail-oriented and highly organized with multitasking capability.

Responsibilities

• Provide customer service to agency members, the public and staff; manage calendars and scheduling.
• Answer questions, distribute messages, and direct requests to appropriate staff.
• Maintain effective communications with staff and external agencies.
• Assist with records management and document handling; ensure compliance with regulations.
• Prepare meetings, arrange travel and reimbursements per regulations.
• Coordinate special events, vendor interfacing and attendee registration.

Skills

Office equipment

MS Office suite (Word/Outlook/PowerPt/

Education

Associate degree or equivalent

Four years of relevant experience may replace

Job description

Who We Are & What We Do:

Workforce Solutions of North Central Texas(Workforce Development Department) is a division of theNorth Central Texas Council of Governments.Our mission is to advance business-driven solutions that promote economic growth, opportunity and a skilled workforce. Our core values of trust, leadership, inclusion and community permeate everything we do. The programs we oversee are designed to ensure the businesses in our 14-county region remain competitive, that workers have the opportunity to obtain skills that will help them become or remain self-sufficient, and that our communities are economically resilient.

Officing

This position may offer a hybrid work option.

Benefits

• Health/Dental/Vision/Life Insurance We provide an outstanding package of health, dental, vision and life benefits for employees, with the monthly premium paid by NCTCOG 100%. Coverage available for their families and those monthly premiums are shared with NCTCOG. We provide employees with life insurance coverage that is employer paid with a benefit of 2 times the employee's annual salary.
• Paid Leave Paid vacation, sick leave, and personal days are provided as part of the benefit plan, as well as specified holidays. This position also includes a phone allowance.
• Retirement NCTCOG participates in a defined contribution plan as an alternative to Social Security. The defined contribution retirement plan provides retirement benefits for all eligible employees. NCTCOG contributes twelve percent (12%) of permanent full-time employees' gross salaries. Participating employees contribute six percent (6%) of gross salary. An employee becomes forty percent (40%) vested in NCTCOG's contributions after three full years of employment. An additional fifteen percent {15%) is vested for each additional year of employment. An employee becomes fully vested after seven years of employment.
• Work/Life Balance Programs To help employees and their families meet personal and professional challenges, NCTCOG provides an employee assistance program, prepaid legal services, lunch and learn seminars, alternate work schedules, alternate commute programs, and an on-site gym.
• Professional Development NCTCOG is committed to professional development and provides a wide range of training opportunities-both online and traditional classroom sessions. It covers applicable professional development expenses, professional memberships, and licenses, as well as tuition reimbursement.
• Equal Employment Opportunity Employer: NCTCOG is an equal opportunity employer/program. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, veteran status, and other classifications covered under federal, state, or local laws. Auxiliary aids and services are available upon request to individuals with disabilities.

Background Check & Drug Testing

All selected candidates must undergo a pre-employment background check and drug screening. Background checks include national criminal background check, employment history, motor vehicle record check, social security verification, education verification, and other elements as needed. NCTCOG is committed to a safe and drug free workplace and performs pre-employment substance abuse testing. All new hires are required to undergo a drug test which detects the presence of illegal drugs for months prior to testing. We appreciate your cooperation in keeping NCTCOG safe and drug free. In order to receive an offer of employment from NCTCOG, selected candidates must successfully pass the pre-employment background check and drug screening.

E-Verify

The North Central Texas Council of Governments participates in the federal E-Verify program in order to verify a new employee's authorization to work in the United States. Applicants must be lawfully authorized to work in the U.S.

Responsibilities

• Provides customer service to the agency membership, the public and staff by greeting visitors; gathering information and responding to inquiries; maintaining manager, staff and/or departmental calendars; managing and resolving scheduling conflicts; ensuring adherence to set schedules; providing technical assistance and back-up support; and developing and maintaining communication with managerial and executive staff, elected officials, and external boards and agencies.
• Answering questions, distributing messages, and directing requests to the appropriate staff
• Developing and maintaining effective communications with varying levels of staff and external agencies
• Copying, faxing, scanning, assembling, and distributing documents
• Supporting departmental records management services team by ensuring compliance with identified regulations and guidelines; assisting with informing and directing staff on the proper procedures for maintaining, storing and destroying paper and electronic files; and providing other services as needed.
• Carrying out meeting preparations and clean up, including setup of meals or refreshments, distribution of meeting materials, attendance at meetings, and documentation of meeting proceedings
• Coordinating travel arrangements and reimbursements in accordance with federal, State, and Agency regulations and guidelines.
• Reconciling expenditures and drafting documentation as needed for clarification of expenses; process P-Card and individual expense reports.
• Coordinates special events by locating venues; securing accommodations and equipment following set procurement protocols; interfacing with vendors, facility staff and/or presenters; monitoring attendee registration and check-in; issuing certificates of completion; providing and summarizing evaluation forms; and invoicing attendees and/or collecting payments.
• Formatting and posting items on the Agency’s website
• Collecting and summarizing data, and maintaining databases
• Serving as a representative of the department and Agency
• Assisting with planning and facilitating staff appreciation activities, team events, celebrations, and other initiatives that promote a welcoming and engaged work environment.
• Supporting day-to-day office needs such as organizing materials, restocking supplies, preparing meeting spaces, coordinating minor office needs, and reporting maintenance or facility issues.

Required Skills

• Ability to operate a variety of office equipment
• Working knowledge of Microsoft Word, Outlook, PowerPoint, and Excel
• Good communication skills, both written and verbal
• Good interpersonal skills
• Ability to work independently and in a team environment
• Detail-oriented, highly-organized, with an ability to manage multiple assignments/tasks and work well in a deadline-driven environment without diminishing quality of work

Required Education and Experience

• Work requires broad knowledge in a general professional or technical field normally acquired through two years of college resulting in an Associate’s degree and at least one year of job-related experience
• Four years of relevant work experience may replace an Associate’s degree

Starting Salary Range

• $45,736.00 – $61,743.60 annually depending on skills and qualifications.
• FLSA: Non-Exempt (Hourly)

Job postings are kept open for a minimum of 10 calendar days and may close anytime thereafter at the discretion of the hiring manager.