Senior Administrative Assistant

City of New Braunfels; New Braunfels (TX); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player seeks a dedicated administrative professional to provide senior-level support in a dynamic environment. This role involves managing multiple tasks, coordinating projects, and ensuring smooth departmental operations. The ideal candidate will possess strong communication skills, a proactive approach to problem-solving, and a solid understanding of administrative functions. With a focus on customer service and confidentiality, you'll play a key role in supporting the department's needs while contributing to the overall success of the organization. If you're looking for a rewarding position where your skills can shine, this opportunity is perfect for you.

Qualifications

• 5-7 years of administrative support experience or equivalent.
• Ability to maintain confidentiality and prioritize tasks.

Responsibilities

• Provides senior-level administrative support to the department.
• Coordinates special projects and assists with budget preparation.
• Manages customer service inquiries and maintains filing systems.

Skills

Administrative Support

Communication Skills

Problem-Solving Skills

Customer Service

Confidentiality

Basic Accounting Principles

Education

Bachelor's Degree

Tools

Office Equipment

Standard Software

Records Management Systems

Job description

Under minimal guidance, performs a variety of skilled administrative functions for the assigned area, prioritizing and managing multiple tasks and projects. Supports department needs proactively and may coach other administrative staff. Typically reports to a department Director, with exceptions requiring approval. This role does not have direct reports. The following duties are a representative summary of primary responsibilities; incumbents may perform additional duties as needed and some duties may vary by department.

Primary Duties

1. Provides senior-level administrative support to the department and team members.
2. Performs complex, confidential duties requiring broad experience and knowledge of policies and practices; manages multiple tasks and projects.
3. Anticipates needs of management, addresses them proactively, and uses problem-solving skills to troubleshoot and recommend actions. Coordinates special projects.
4. Assists with projects, events, and acts as liaison between departments.
5. Provides customer service in person and via phone; responds to inquiries, manages reservations, logs service calls, and handles complaints.
6. Prepares correspondence, reports, agendas, and documentation; schedules meetings and assists with departmental activities and responses to records requests.
7. Coordinates activities for boards and commissions, including meetings, packet preparation, and minute-taking.
8. Assists with budget preparation, monitors compliance, oversees purchasing, and maintains payroll records.
9. Processes HR documentation, workers’ compensation forms, and incident reports.
10. Supports payroll, accounts payable, invoices, and general accounting duties; manages petty cash and bank deposits.
11. Maintains filing systems, databases, and records.
12. Monitors office supplies and equipment; orders supplies and materials.
13. Performs other duties related to the area of assignment as required.

Minimum Qualifications

Education and Experience: Bachelor’s degree plus 5-7 years of administrative support experience or equivalent.

Licenses and Certifications: Valid Texas Driver’s License required; Notary Public preferred and must be obtained if applicable.

Knowledge and Skills

• Knowledge of city policies, departmental operations, and customer service standards.
• Strong communication skills and ability to work with all levels of staff and the public.
• Ability to maintain confidentiality, exercise judgment, and prioritize tasks.
• Proficiency with office equipment, standard software, internet, and records management.
• Basic accounting principles.

Physical Demands and Work Environment

• Standard office environment; ability to lift up to 40 pounds.
• May require evening work and readiness for emergencies.
• This position is safety/security sensitive.