Seasonal Administrative Associate

Job Summary Under general supervision, performs a variety of administrative functions for assigned area and/or department; prepares various types of departmental documentation; maintains records and files for area of assignment; responds to inquiries and provides customer service to City staff and/or the general public; and performs other related duties as assigned.
performs mandated functions and statutory requirements as defined by state law; This role typically reports to a department Director, Assistant Director or Manager.
The level of work required is considered entry level.
This role does not have any direct reports.
This position has the ability to develop/advance to progressively higher levels in the Administrative Job Family based on ability to meet the increasing senior level qualifications of those positions.
Primary Duties and Responsibilities The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities.
Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Some of the duties listed may not be performed by all departments.
Provides clerical/administrative support and assistance to a specific area or department and/or designated departmental team members.
Supports the area/department in ensuring official City activities are in compliance with Federal, state, and City policies, ordinances and practices.
Answers incoming calls and provides customer service in person and via the telephone.
Responds to public inquiries and provides information regarding departmental policies, procedures, programs, facilities, and/or municipal services.
Assists the general public with reservations and/or registrations; receives and logs service calls and/or customer complaints.
Provides assistance in annual budget preparation and/or tracking of expenditures; performs project accounting as assigned.
Schedules meetings, appointments, and/or hearings; assists in coordinating special events or other departmental activities as assigned.
Assists with the review, preparation, and distribution of area/department specific materials.
Prepares correspondence, agendas, meeting minutes, reports, presentations, mail outs, invoices, and/or other types of documentation.
Coordinates advertising in relation to public notices, bids, and/or recruiting advertisements.
Updates and maintains records, filing systems, databases, lists, and/or displays for area of assignment; performs document scanning; coordinates the shredding of documents.
Reviews and maintains various types of personnel documents including training records, workers’ compensation forms, and incident/accident reports.
Monitors and maintains office supplies and equipment/parts inventories for area of assignment; orders office supplies, uniforms, name badges, and/or business cards.
Conducts a variety of general office duties including copying and filing documents; performs data entry; processes and distributes departmental mail, faxes, and deliveries.
May perform general accounting and bookkeeping duties; prepare departmental payroll; process and prepare invoices, purchase orders, payment requests, receipts and deposits; balance cash drawer and generate daily cash reports.
Performs other specialized duties for area of assignment as assigned or required.
Education, Experience, Licenses and Certifications MINIMUM QUALIFICATIONS: Education and Experience: High School Diploma or GED equivalent; AND one (1) to three (3) years administrative/customer service experience; OR an equivalent combination of education and experience.
Required Licenses or Certifications: Must possess a valid Texas Driver’s License.
Depending upon department/area of assignment, certification as a Notary Public License is preferred; Ability to obtain and maintain Notary Public certification is required within a specified timeframe.
Knowledge, Skills and Other Requirements Required Knowledge of and Skill in: General office practices and equipment, including records management principles and standards.
Standard computer software applications.
Customer service standards and protocol.
Departmental operations relative to area of assignment.
Correct English grammar, composition, spelling, punctuation, and vocabulary.
Coordinating and performing a variety of general administrative functions.
Establishing and maintaining cooperative working relationships with City employees, officials and the general public.
Efficiently operating a personal computer utilizing a variety of business software (Excel, Word, Power Point, etc,).
Ability to set priorities, make independent judgments, and multitask.
Preparing correspondence, reports, and other departmental documentation.
Maintaining and enforcing all aspects of security of confidentiality of information, documents and records.
Updating and maintaining departmental records and filing systems.
Performing routine accounting duties.
Physical Demands / Work Environment: Work is performed in a standard office environment subject to sitting, standing, bending, and reaching for extended periods of time; and must be able to pull, push, lift, and carry items weighing up to forty (40) pounds.
May be required to work immediately before, during or after an emergency or disaster.
NOTE: This position is designated safety and/or security sensitive.
This position is not eligible for City benefits.