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City of Odessa, Texas · 1 month ago

Sr. Administrative Assistant (RM)

Odessa,TX,US

Full-time

Onsite

Mid, Senior Level

2+ years exp

City of Odessa is seeking a Sr. Administrative Assistant to provide a wide variety of administrative, customer service, and technical support functions. This role involves relieving the Director of technical, organizational, and administrative duties while managing special projects and ensuring effective communication of operational information.

Responsibilities

Oversees Department's administrative workflow; organizes and coordinates work to relieve the Director and staff of routine administrative details; exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; tracks operational and administrative issues, and assures the effective communication of operational information

Performs administrative and technical support functions for assigned department, requiring understanding of local government operations, and City services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills

Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the assigned Department

Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions

Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents

Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines

Purchases and distributes supplies, and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues

Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures

Arranges and schedules appointments and meetings; assists with the annual budget process

Screens visitors and phone callers; resolves issues and complaints as appropriate

Supports all departmental operations with regular and timely attendance

Assists with Training by coordinating sessions, compiling results, and maintain training records

Provide administrative support to the Claims Review Committee and the Safety Review Board ensuring minutes are captured accurately and correspondence/records are retained orderly for prompt retrieval

Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned

Qualification

Administrative supportCustomer serviceData entryMS OfficeRecord keepingCommunication skillsProblem solvingTeam collaboration

Required

A High School Diploma or GED is required

Two years' experience as an Administrative Assistant

Knowledge of policies, rules, and regulations covering specific areas of assignment

Knowledge of City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules

Knowledge of operations, services, and activities performed by the assigned department

Knowledge of methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management

Knowledge of methods and techniques of researching and compiling data for reports and presentations

Knowledge of customer service principles, protocols, and methods

Knowledge of business computers and standard MS Office software applications

Skill in understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations

Skill in interpreting and explaining policies and procedures of assigned department

Skill in using initiative and independent judgment within established procedural guidelines

Skill in researching and compiling data for reports and technical documents

Skill in dealing tactfully and courteously with the public

Skill in following verbal and written instructions and procedures

Skill in entering data with high levels of accuracy and productivity

Skill in establishing and maintaining cooperative working relationships with co-workers

Skill in communicating effectively verbally and in writing

A skills test is required for this position. The typing test must be taken during business hours at the Texas Workforce Commission Solutions, 2626 JBS Parkway, Odessa, TX. Walk-ins welcome