Senior Administrative Assistant

City of Round Rock, TX; Round Rock (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

City of Round Rock, Texas seeks a Senior Administrative Assistant to provide high-level administrative support to the Fire Chief and department staff. Responsibilities include data entry, travel arrangements, meeting coordination, and HR liaison duties. The role involves handling confidential information and supporting special projects.

Posted pay range is the starting salary; pay is based on experience. Strong knowledge of Microsoft Office and data management is required.

Qualifications

• High School diploma or equivalent is required.
• Four years of clerical or administrative support experience in a professional environment; college credit may substitute for experience.

Responsibilities

• Greet internal and external visitors and answer inquiries; direct as appropriate.
• Perform mail duties and manage documents (scanning, filing, data entry).
• Maintain data accuracy and facilitate document workflows for approvals.
• Schedule meetings, trainings, events and arrange travel; manage calendars.
• Provide basic IT and facilities support by submitting work tickets.
• Draft letters, memos, forms, and presentations; prepare reports.

Skills

Communication skills

Data entry

Administrative support

Education

High School diploma or equivalent

Tools

Microsoft SharePoint

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job 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.

• 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.

• 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 (i.e., Microsoft SharePoint, Teams, Word, Excel, Outlook)