Job Description

Administrative Support Position

Provides administrative and clerical support. Schedules appointments, assists with special projects, and maintains updated records of contracts and other relevant correspondence.

Essential Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Receives and processes invoices in an efficient and timely manner. Requests quotes from vendors and assists with billing questions or concerns.
• Assists with development and implementation of department records management program, including the efficient processing, recording, filing, and retrieval of necessary materials.
• Maintains inventory office/janitorial supplies and equipment for the department; ensures department personnel have necessary items.
• Prepares and maintains records and files of personnel; types memorandums, statements, letters, reports, and other documents.
• Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints.
• Performs related work as required.
• Recommends ways of improving Miscellaneous Receivables account processes.
• Attends Director Staff Meetings and City Council Meetings and be prepared to make presentations to City Management and Mayor and City Council as needed.
• Must follow all rules of telephone courtesy in all telephone communications.
• Must display professionalism and respect at all times to City staff and customers.
• Performs other duties as assigned.

Competencies for Successful Performance of Job Duties

Knowledge of:

• Department policies, procedures, and practices.
• Public relations and communications.
• Basic accounting principles and financial management, such as budget preparation and cost monitoring.
• Modern office procedures and methods including computers and applicable software, such as ESO Solutions Software Program and WebEOC Software Program.
• English grammar, spelling, and punctuation.

Skills and Abilities:

• Planning, organization, and time management.
• Performing a variety of duties, often changing from one task to another of a different nature.
• Customer service delivery.
• Receiving and following directions from supervisor.
• Projecting a positive and professional image of the City of Laredo.
• Establishing and maintaining effective working relationships.
• Meeting schedules and deadlines of the work.
• Maintaining the confidentiality of information and professional boundaries.
• Communicating clearly and effectively both orally and in writing.
• Maintaining good planning and organizational skills.
• Taking and following directions from supervisor.
• Giving directions to and gaining compliance from assigned staff.
• Performing strenuous work and routine work.
• Maintaining a valid Texas Driver License and a good driving record.
• Complying with all City of Laredo's policies and procedures.
• Maintaining good health and physical condition sufficient to permit the full performance of the duties of this position.

Work Environment/Conditions and Physical Demands

Physical Effort Requirements Position will have the following exposures:

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations Position will require the employee to work in the following types of work environments:

• Never: Street environment (near moving traffic), Construction site, Confined space.
• Seldom: Outdoor environment, Vehicles.
• Sometimes: Vehicles.
• Frequently: Office or similar indoor environment.

Exposures Position will require the employee to be exposed to the following environmental elements:

• Never: Individuals with known violent backgrounds, Extreme cold (below 32 degrees), Communicable diseases, Moving mechanical parts, Fumes or airborne particles, Toxic or caustic chemicals or substances, Loud noises (85+ decibels such as heavy trucks, jack hammers, construction).
• Sometimes: Individuals who are hostile or irate, Extreme heat (above 100 degrees).

Travel Position will require the employee to travel:

• Never: Regional travel, National travel, International travel.
• Seldom: Local travel.

Minimum Qualifications

Required Education and Experience

• Bachelor's degree from an accredited* college or university in Business Administration, Public Administration, or related field.
• At least five (5) years of experience in high level administrative support.

*Council of Higher Education Accreditation (C.H.E.A.)

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment. Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment. Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing. A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable. City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.

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