Administrative Assistant II

JOB SUMMARY

An individual in this position is responsible for and performs administrative duties to support the Department's overall mission. Duties include but are not limited to the following customer service/communications (internal and external), file organization and management, computer skills including data entry, word processing, spreadsheets, databases, graphics software, mathematical computation, report and letter preparation, and decision making within scope of responsibility.

ESSENTIAL JOB FUNCTIONS

Performs administrative support to the Director including preparing correspondence, handling telephone calls, filing, special projects, providing customer service and making appointments. Assists other administrative staff in preparation of invoices, refunds and payment requests for the Department. Organizes Department records, files, etc. and develops forms for reporting by the department. Attends Parks and Recreation Board meetings; takes and prepares meeting minutes and agendas as directed by the Director; posts meeting agendas and prepares Board packets for meetings. Coordinates the budget process including typing expenditure details, capital request forms, personnel request forms, supplemental request forms, as well as preparation of budget binders for staff. Understands and successfully operates software for program registrations, rental reservations and point of sale for the Department. Assists in the promotion of City Facilities, Events and Programs to include but not limited to the Doyle Convention Center, Nessler Center, Carver Center, Showboat Pavilion, Texas City Museum, recreation programs and special events. Assists in the coordination and planning of the City of Texas City sponsored Special Events. Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance. Performs other duties as assigned.

Qualifications:

MINIMUM REQUIREMENTS TO PERFORM WORK

High School diploma or equivalent; Four (4 years of related experience Or equivalent training, education, and/or experience. Valid Texas Driver s License.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge and experience with general office practices and skilled in business English. Skill in effective communication, both orally and in writing. Skill in the use of computers and software applications related to the essential functions of the job. Skill in the use of Microsoft Office suite of programs. Skill in effective time management and resource utilization. Skill in organization. Ability to work independently with minimal supervision. Ability to communicate effectively with the public and governmental officials, and the ability to learn the operating practices of the city. Ability to research, compile and summarize a variety of information and statistical data. Ability to identify and resolve problems in a timely manner; develop alternative solutions; use reason even when dealing with emotional topics. Ability to work effectively with all levels of employees, management, and citizens.

PHYSICAL DEMANDS

The work is sedentary to light work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly. Additionally, the following physical abilities are required: Must be able to lift 20 pounds of stationary supplies or related material. Reads computer screen and other written material, sits at desk for extended periods of time typing and inputting data on personal computer. The employee is regularly required to talk and hear.

WORK ENVIRONMENT

Work is performed in a normal work environment. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving.