Senior Executive Secretary

City of San Antonio; San Antonio (TX); On-site; USD 42,000 - 52,000; Full time

Job summary

The City of San Antonio seeks an experienced executive secretary to support the Mayor, City Council, and City Manager’s Office. This role provides complex secretarial and administrative services and assists the public with information requests. Office environment; may supervise assigned staff.

The position is unclassified and at will, with no disciplinary appeal rights to the Municipal Civil Service Commission. It requires strong organizational and communication skills.

Qualifications

• High school diploma or GED; an Associate's degree is highly desirable.
• Four years of increasingly responsible secretarial and clerical experience, including two years of word processing or other computer experience.

Responsibilities

• Perform secretarial and administrative duties for Mayor, Council, or City Manager's Office.
• Screen calls, visitors, mail, and respond to information requests; resolve citizen concerns.
• Interpret policies and refer inquiries; maintain files and records; update manuals.

Skills

English usage

Office procedures

Note taking

Communication

Independent judgment

Education

High school diploma or GED

Associate's degree desirable

Tools

Personal computer

Word processing software

Job description

Job Summary

Under direction, is responsible for performing a variety of highly responsible and complex secretarial and administrative duties for Mayor, Council, and City Manager's Office. Provides general information and assistance to the public. Working conditions are primarily inside an office environment. May exercise functional supervision over assigned staff.

This position is a "unclassified" position and has no disciplinary appeal rights to the Municipal Civil Service Commission. This position is likewise subject to at-will employment status and can be terminated at any time for any reason.

Essential Job Functions

• Performs a wide variety of complex and responsible secretarial and administrative duties for Mayor, Council or City Manager's Office.
• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; and resolves citizen concerns and complaints.
• Interprets policies, procedures, laws, and regulations in response to inquiries and complaints; and refers inquiries as appropriate.
• Initiates and maintains a variety of files and records for information related to the assigned office; and maintains manuals and updates resource materials.
• Prepares and maintains accurate records of personnel related paperwork, including requests for leave, changes of status, and personnel requisitions; assists in the preparation of employee performance appraisals; and prepares payroll.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements; maintains appointment schedules and calendars; and arranges meetings, conferences, and civic functions.
• Researches, compiles, and analyzes data for special projects and various reports.
• Orders and maintains office supplies.
• Monitors fax and copier machines and printers and recommends and arranges necessary maintenance.
• May receive and process monthly billings from the general accounting office.
• May take minutes during various board, commission, or committee meetings.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency). An Associate's Degree is highly desirable.
• Four (4) years of increasingly responsible secretarial and clerical experience, including two (2) years of word processing or other computer experience.

Applicant Information

• Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.

Knowledge, Skills, and Abilities

• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of modern office procedures, methods, and equipment.
• Knowledge of business letter writing and basic report preparation.
• Knowledge of principles and procedures of record keeping.
• Knowledge of principles and methods of note taking.
• Knowledge of basic mathematics principles.
• Skill in utilizing a personal computer and associated software programs.
• Knowledge of basic procedures and techniques of budget preparation and accounting.
• Ability to operate a computer keyboard and other basic office equipment.
• Ability to perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Ability to compile and maintain complex and extensive records and prepare routine reports.
• Ability to maintain confidential data and information for executive and administrative staff.
• Ability to independently prepare correspondence and memorandums.
• Ability to schedule and coordinate projects; set priorities; and adapt to changing priorities.
• Ability to research, analyze, and summarize data.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain effective working relationships with those contacted in the course of work, including City officials, management, staff employees, and the general public.