Job Description
Posting number: A261700-2
Department: City Secretary (17)
Division: City Secretary
Job classification: City Secretary Assistant I, 204
Posting type: Open
Categories: Administrative Assistant
Assists in the overall operations and administration of the City Secretary's Office.
Examples of duties
ESSENTIAL DUTIES & 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.
- Assists in the overall operation and administration of the City Secretary's Office including filing, answering phone, making copies/scans, process requisitions accounts payable/accounts receivable, maintains and distributes supplies and keeps inventory
- Prepares certificates and assists committee members to complete forms required to take oath, if necessary administers oaths.
- Assists the maintenance of the City Secretary, Boards and Commissions and elections.
- Keeps files organized and forwards information to be uploaded/updates on the City's website.
- Is in charge of receiving and positively enforcing deadlines, hosting publicly open bids received by the City, and sends out data to the appropriate departments.
- Responsible for posting boards and commission agendas on the website and official bulletin board downstairs.
- Receives, logs, and files all data records information pertaining to City-wide contracts.
- Ensures receipt of copy to respective departments and files for City records.
- Will be required to drive a City vehicle for city business use.
- Performs other duties as assigned.
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
- Knowledge of customer service
- Knowledge of time management
- Knowledge of AS400
- Knowledge of data entry
- Knowledge of Acrobat Adobe
- Knowledge of Excel and Microsoft Word
Skills and Abilities:
- Ability to build and maintain effective working relationships with others.
- Ability to communicate clearly and effectively both orally and in writing.
- Ability to maintain good planning and organizational skills.
- Ability to take and follow directions from supervisor.
- Ability to give directions to and gain compliance from assigned staff.
- Ability to perform strenuous work and routine work.
- Ability to maintain a valid Texas Driver License and a good driving record.
- Ability to project a positive and professional image of the City of Laredo.
- Ability to effectively communicate both orally and in writing in the English language and orally in the Spanish language.
- Ability to comply with all City of Laredo's policies and procedures.
- Ability to maintain 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.
- 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)
Seldom
- Outdoor environment
- Construction site
- Vehicles
- Warehouse environment
Frequently
Often
- Office or similar indoor environment
Exposures Position will require the employee to be exposed to the following environmental elements
Never
- Fumes or airborne particles
- Toxic or caustic chemicals or substances
Seldom
- Individuals with known violent backgrounds
- Extreme cold (below 32 degrees)
- Extreme heat (above 100 degrees)
- Communicable diseases
- Moving mechanical parts
- Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)
Sometimes
- Individuals who are hostile or irate
Travel Position will require the employee to travel
Never:
Seldom:
- Regional travel
- National travel
Sometimes:
Qualifications
Required Education and Experience:
- Associates degree or sixty (60) college hours in business managements, public administration or related field.
- At least one (1) year of experience in customer service including computer literacy.
Supplemental information
Required Licenses or Certifications
- Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.
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.
