WIC - Senior Administrative Assistant

Administrative Support Specialist

Provides administrative support within the department; coordinates clerical activities for area of assignment; supports clinical operations; assists with quality assurance and improvement; prepares correspondence and other documentation; maintains departmental records and files; schedules and coordinates meetings and other functions; performs a variety of general accounting duties; coordinates and conducts special projects; and performs other routine and / or specialized duties relative to area of assignment.

Essential Functions

1. Coordinates and provides high-level administrative support to assigned senior management personnel :

• Answers, screens, and directs incoming calls; documents and disseminates phone messages; greets and assists office visitors.
• Responds to various types of inquiries regarding departmental operations, programs, services, and policies.
• Researches, follows up, and assists in resolving public issues, concerns, and complaints.
• Updates and maintains assigned calendars; schedules appointments, meetings, conferences, and / or other functions.
• Drafts correspondence and meeting minutes; prepares reports, presentations, press releases, bid documents, contracts, and / or other documentation.
• Updates and maintains departmental policies, procedure manuals, web pages, databases, personnel records, and filing systems.

2. Provides support for clinical operations :

3. Conducts a variety of general accounting duties :

4. Plans, coordinates, and conducts special projects relative to the area of assignment.

5. Miscellaneous :

Decision Making : This position works under general supervision.

Minimum Qualifications

Four (4) years of directly related experience required.

High school diploma or equivalent is required.

Valid Texas Driver's License with an acceptable driving record.

Preferred Qualifications :

Sixty (60) hours of college is desirable.

Core Competencies and Physical Demands

Must be able to read and comprehend policies, procedures, municipal codes, budgets, financial records, contracts, and / or other departmental documentation; must have the ability to prepare / process complex correspondence, reports, and other materials of a highly confidential nature.

Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, community organizations, vendors, and the general public.

Immunizations : For the health and safety of staff and clients, proof of immunizations is recommended. Immunizations may be provided at the City's expense if the individual chooses to receive them. Recommended immunizations include MMR (Measles, Mumps, Rubella), Varicella (Chickenpox), Influenza (annually), Tetanus (booster every 10 years), Hepatitis B (series of 3), and Tuberculosis (TB) testing. TB documentation within the past year is preferred at the time of hire. Annual TB testing may be waived with completion of a Tuberculosis Annual Questionnaire and absence of symptoms.

Physical requirements include lifting up to 45 pounds occasionally. Subject to vision and hearing constantly; sitting, handling, fine dexterity, and talking frequently; standing, walking, lifting, carrying, pushing / pulling, and foot controls occasionally; reaching, bending, twisting, climbing, and balancing rarely.

Working conditions involve sitting for extended periods of time.

Safety Sensitive Position.