Senior Administrative Assistant

city of Waco; Waco (TX); On-site; USD 26,000 - 36,000; Full time

Job summary

The City of Waco Information Technology Department seeks a highly organized and dependable professional to provide executive support and administrative coordination. You will assist the Department Director and supervise administrative staff, ensuring policy compliance and operational efficiency.

Under supervision, you will manage calendars, prepare agendas and materials, monitor budgets and processes, and handle travel reimbursements and records management.

Qualifications

• Associate's Degree in Business or a related field.
• Two years of administrative experience or an equivalent combination of education and experience.

Responsibilities

• Provides secretarial, technical support, and administrative duties for a Department Director; works independently and makes decisions based on experience and training.
• Oversees administrative workflow by assigning tasks, monitoring work, and encouraging staff development.
• Analyzes data, resolves problems, and communicates operational information effectively to ensure department efficiency.
• Monitors department budget; enters requisitions and purchase orders; assists with budget preparation and billing statements; processes travel reimbursements.
• Manages special projects; compiles narrative and statistical reports for community issues and departmental functions.
• Responds to inquiries and resolves problems within authority; maintains calendars and coordinates meetings and resources.
• Maintains payroll timesheets and payroll information; manages files and records databases; generates statistical reports.

Skills

Executive support

Administrative coordination

Budget monitoring

Education

Associate's Degree in Business or related field

Tools

Records management systems

Budget tracking tools

Job description

Minimum Starting Salary is $22.5000 hourly, depending on qualifications

City of Waco Seeks

A highly organized and dependable professional with strong executive support, communication, and administrative coordination skills to serve the City of Waco Information Technology Department.

Job Summary

Under basic supervision, performs experienced executive support services and administrative duties for the Department Director; coordinates administrative staff and functions in compliance with City policy. This position directs office operations and procedures to ensure regulatory compliance and organizational effectiveness and efficiency.

Qualifications

Required:

• Associate's Degree in Business or a related field
• 2 years of administrative experience; or an equivalent combination of education and experience

Preferred:

• Valid Texas Driver's License

Essential Functions

• Provides a variety of secretarial, technical support, and administrative duties for a Department Director; works independently and makes appropriate decisions based on work experience and training; duties may vary according to job assignment and individual skills.
• Serves as the senior subject matter expert to other administrative staff; oversees administrative workflow by assigning tasks, monitoring work, and encouraging staff development.
• Exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data and making decisions; tracks department issues and assures the effective communication of operational information.
• Monitors departmental budget; enters requisitions and purchase orders, assists with budget preparation, prepares billing statements. Works with appropriate City departments to process travel reimbursements.
• Manages assigned special projects for department programs and functions; researches and compiles a variety of informational material from external and internal sources into narrative and statistical reports for special projects, community issues, and departmental functions.
• Answers questions where judgment, knowledge, and interpretation of City policies, procedures, and regulations are necessary; responds independently to inquiries and resolves problems and customer service inquiries within the scope of authority.
• Maintains calendars and travel schedules; coordinates meeting rooms and resources; prepares meeting agendas, action item lists, and presentation materials.
• Maintains/inputs payroll timesheets and processes payroll information.
• Maintains department files; researches files and computer databases; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; enters and retrieves data in records management systems; updates manual and computer records and tracking systems.
• May be required to respond after hours, including holidays and weekends, in the event of a departmental or City-wide emergency.