VITA Site Coordinator (Administrative Assistant I) - Temporary

City of San Antonio; San Antonio (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

The City of San Antonio is seeking a temporary administrative support staff member to assist in a variety of office operations and public-facing tasks. This role involves supporting the department with reports, correspondence, scheduling, and data management.

The position requires at least two years of college in a related field and one year of general office experience. Weekend/evening hours may be required, and work is primarily in office settings across multiple city locations.

Qualifications

• Two years of college from an accredited college or university with major coursework in Business or Public Administration or related field.
• One year of general office or administrative experience.
• Knowledge of basic accounting principles and practices and business math.
• Knowledge of City, State, and Federal policies and regulations relating to assigned area of responsibility.
• Knowledge of English usage, spelling, and punctuation.
• Knowledge of research methods.
• Knowledge of modern office practices, procedures, equipment and, depending on the individual job requirements, clerical techniques.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Ability to operate a computer keyboard and other basic office equipment.
• Ability to perform all the physical requirements of the position.

Responsibilities

• Assists in providing a variety of duties involved in supporting the administrative operations of the assigned department or division.
• Answers inquiries regarding policies and procedures.
• Ensures compliance with current City and department rules and regulations.
• Composes, types, and proofreads reports, letters, memos, statistical and confidential information.
• Assists with monitoring and reviewing expenditures; provides information to appropriate department staff for budget preparation.
• Maintains calendars, schedules activities, meetings and various events.
• Coordinates activities with other City departments, outside agencies, and the general public.
• Monitors inventory of office supplies; reviews purchase requisitions and requests for payments.
• Assists in initiating personnel requisitions; monitors overtime and attendance records; assists in monitoring employee payrolls.
• Researches and compiles data for special projects and reports.
• May organize and maintain filing systems; maintains records related to specific area of assignment.
• May respond to and resolve difficult and sensitive citizen inquiries and complaints.
• May prepare public relations data, brochures and handouts.
• Performs related duties and fulfills responsibilities as required.

Skills

Accounting basics

Business math

Communication skills

Office procedures

Research methods

Computer literacy

Education

Two years college in Business/Public Admin

Tools

MS Office

Excel

Word

Records management software

Job description

Under general supervision, is responsible for performing a variety of professional and/or technical duties in a staff capacity supporting the activities and services of an assigned department; also provides assistance to the public regarding the assigned department or division. Working conditions are primarily inside an office environment. May exercise direct supervision over assigned staff.

This position is a "temporary" position, therefore unclassified 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.

Work Location

Various location across San Antonio.

Work Hours

Schedules vary based on location; weekend and evening availability is required. Applicants can expect to work between 28-33 hours per week.

• Assists in providing a variety of duties involved in supporting the administrative operations of the assigned department or division.
• Answers inquiries regarding policies and procedures.
• Ensures compliance with current City and department rules and regulations.
• Composes, types, and proofreads reports, letters, memos, statistical and confidential information.
• Assists with monitoring and reviewing expenditures; provides information to appropriate department staff for budget preparation.
• Maintains calendars, schedules activities, meetings and various events.
• Coordinates activities with other City departments, outside agencies, and the general public.
• Monitors inventory of office supplies; reviews purchase requisitions and requests for payments.
• Assists in initiating personnel requisitions; monitors overtime and attendance records; assists in monitoring employee payrolls.
• Researches and compiles data for special projects and reports.
• May organize and maintain filing systems; maintains records related to specific area of assignment.
• May respond to and resolve difficult and sensitive citizen inquiries and complaints.
• May prepare public relations data, brochures and handouts.
• Performs related duties and fulfills responsibilities as required.

• Two (2) years of college from an accredited college or university with major coursework in Business or Public Administration or related field.
• One (1) year of general office or administrative experience.

Preferred Qualifications

• Complete and pass 40 hours of tax law instruction provided by IRS in a classroom setting.
• Two (2) years of supervisory experience.
• Experience preparing and electronically filing income tax returns.
• Valid Class “C” Texas Driver’s License.

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 of basic accounting principles and practices and business math.
• Knowledge of City, State, and Federal policies and regulations relating to assigned area of responsibility.
• Knowledge of English usage, spelling, and punctuation.
• Knowledge of research methods.
• Knowledge of modern office practices, procedures, equipment and, depending on the individual job requirements, clerical techniques.
• Ability to learn City and departmental policies, procedures, and administrative systems.
• Ability to learn research and data collection methods and techniques.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Ability to operate a computer keyboard and other basic office equipment.
• Ability to perform all the physical requirements of the position.