Senior Administrative Assistant

City of Round Rock; Round Rock (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

City of Round Rock is seeking a Senior Administrative Assistant to provide high-level support to the Fire Chief and department staff. The role includes handling a variety of special projects, coordinating meetings, processing documents, and serving as a liaison with HR and other city departments.

The ideal candidate has strong office software skills, excellent data entry and communication abilities, and experience in a professional environment.

Qualifications

• High School diploma or equivalent.
• Four (4) years of clerical or administrative support experience in a professional environment. College credit may be substituted for experience on a year per year basis.
• Demonstrated knowledge of modern office software and procedures.

Responsibilities

• Greets visitors, answers inquiries, and directs to appropriate staff.
• Scans, files, and maintains documents; handles mail.
• Performs data entry, verification, and maintains data accuracy.
• Schedules meetings, trainings, and events; coordinates travel as needed.
• Provides basic IT and facilities support via tickets.
• Drafts letters, memos, and presentations using standard software.
• Acts as liaison between city departments and HR for recruitment and onboarding.

Skills

Administrative support

Data entry

Scheduling

Travel coordination

HR liaison

Customer service

Microsoft Office

Education

High School diploma or equivalent

Tools

Microsoft SharePoint

Teams

Word

Excel

Outlook

Job description

Thank you for your interest.

Description

Under limited supervision, the Senior Administrative Assistant performs high level administrative support for the Fire Chief and department staff, including support on a variety of special projects.

Posted pay range is the starting salary. Pay rate offered is based on experience.

Examples of Duties

• Greets internal and external visitors, answers phone/emails/web-based inquiries and responds or direct inquiries as appropriate; collects, distributes, and sends mail.
• Scans and/or files documents; maintains documents and file.
• Data entry, track, review, reconcile and verify accuracy and completeness of data; maintains data; facilitates the processing of documents for approval and/or submission of documents through the appropriate workflow.
• Maintains, orders, and organizes supplies and material.
• Schedules and provides support for meetings, trainings, and events; maintain appropriate calendars; coordinates travel for department and/or division.
• Provides basic technical support; submits Information Technology and Facility work tickets for assigned area.
• Drafts letters, memos, forms, general correspondence, and presentations using appropriate software.
• Researches, compiles, analyzes and prepares a variety of reports.
• Prepares documents for City Manager and/or Council review and approval; enters and retrieves data from Legistrar.
• Functions as a liaison between city departments. May also be the department’s Human Resources (HR) liaison, serving as the primary point of contact between the department and HR to coordinate and facilitate personnel related processes, including recruitment, onboarding, offboarding, personnel actions, attending HR liaison meetings, and other HR initiatives. Helps ensure timely communication, coordination, and follow through on departmental HR needs.
• Provides administrative support on highly technical, specialized projects and other documents of confidential nature.
• May provide training, and be a resource for, other administrative support staff on department processes and procedures.
• May maintain content and update webpages for assigned area; maintain data in online databases.

Experience and Training

• High School diploma or equivalent
• Four (4) years of clerical or administrative support experience in a professional environment. College credit may be substituted for experience on a year per year basis.

Certificates and Licenses Required

• Demonstrated knowledge of modern office software (i.e., Microsoft SharePoint, Teams, Word, Excel, Outlook)