Administrative Assistant - Code Compliance

JOB SUMMARY

JOB SUMMARY
Coordinates clerical activities and provides administrative support for area of assignment; prepares correspondence and other types of documentation; maintains departmental records, files, and databases; conducts routine purchasing and accounting tasks; provides customer service to the public; and performs other related duties.

ESSENTIAL FUNCTIONS AND DECISION MAKING

ESSENTIAL DUTIES AND RESPONSIBILITIES Performs a variety of administrative duties in support of departmental operations:

• Answers and directs incoming calls to appropriate department and/or individual; documents and distributes phone messages.
• Responds to various types of inquiries regarding departmental operations, services, policies, and procedures.
• Greets and assists the public; directs visitors to appropriate locations.
• Provides administrative support to assigned personnel.
• Maintains assigned calendars; schedules meetings and appointments; registers staff for conferences and seminars.
• Plans and organizes meetings, workshops, and/or other events.
• Prepares and posts meeting agendas; assembles meeting packets and materials; attends meetings; prepares/distributes meeting minutes.
• Creates and/or prepares correspondence, forms, files, labels, and/or other types of documentation; performs data entry.
• Copies, faxes, files, scan, and/or notarizes documents.
• Updates and maintains departmental records, files, databases, spreadsheets, and/or website pages.
• Processes, sorts, logs, and distributes departmental mail.

Conducts a variety of routine purchasing and accounting tasks:

• Coordinates the purchase of departmental supplies; monitors and maintains supply inventories.
• Prepares purchase requisitions and check requests.
• Reconciles P-card statements and/or assigned accounts.
• Processes vendor invoices for payment.
• Maintains financial records for area of assignment.
• Processes and submits timesheets to Finance Department; picks up and distributes staff paychecks.

Miscellaneous:

• Monitors and maintains office equipment (cameras, computers, cell phones, software, printers, scanners, etc.), stocks paper and toner.
• Attends meetings, training sessions, and/or workshops.
• Performs other routine and/or specialized duties relative to area of assignment as required.

Perform any other related duties as required or assigned.

MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications)

MINIMUM REQUIREMENTS

• High School Diploma or equivalent is required.
• Two (2) years administrative support/customer service experience is required.
• Depending on area of assignment, a valid Texas Driver’s License with an acceptable driving record and/or an appointment/commission as a Notary Public may be required.

CORE COMPETENCIES AND PHYSICAL DEMANDS

JOB DIMENSIONS

• Must be able to read/prepare correspondence, reports, and other departmental documentation.
• Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, contractors, vendors, suppliers, and the general public.

PHYSICAL DEMANDS AND WORKING CONDITIONS
Physical requirements include lifting up to 35 pounds rarely. Subject to vision constantly; sitting, fine dexterity, hearing and talking frequently; standing, walking, lifting, carrying, pushing/pulling, reaching, handling, balancing and foot controls occasionally; bending, twisting and climbing rarely.

Working conditions involves sitting for extended periods of time, moving boxes and supplies.

The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance. 2023 Benefits Guide

BENEFITS
Medical, Dental & Vision Coverage

• United Healthcare
  • Choice Plus PPO Plan
  • Prescription Drug Plan
  • Wellness Initiatives
  • Virtual Doctor Visits 24/7
  • Dental Plan

Davis Vision Insurance

• Base Vision Plan
• Premium Vision Plan
• Laser Vision Correction discounts

Retirement

• Texas MunicipalRetirement System (TMRS)
• Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA

ADDITIONAL BENEFITS

• Flexible Spending Accounts
• City paid Life and AD&D Insurance
• Voluntary Life, AD&D and Long Term Disability insurance
• Employee Assistance Program
• Vacation
• Sick Leave
• Holidays
• Longevity Pay
• Tuition Reimbursement
• Activity Center Membership
• Direct Deposit

The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services.

Closing Date/Time: 12/20/2024 4:59 PM Central

• 

• City of San Marcos, TX

• 512-393-8060

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