Sr. Administrative Assistant (Stormwater)

Sr. Administrative Assistant (Stormwater)

A skills test is required for this position. The typing test must be taken during business hours at the Texas Workforce Commission Solutions, 2626 JBS Parkway, Odessa, TX. Walk-ins welcome.

Job Class : 6503 Department : Stormwater Reports to : Stormwater Program Manager

Summary : Under basic supervision, performs a wide variety of administrative, customer service, and technical support functions of a highly responsible nature in relieving a department head of technical, organizational, and administrative duties; performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and assigned department.

Essential Functions

• Oversees Department's administrative workflow; organizes and coordinates work to relieve the department head and staff of routine administrative details; exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; tracks operational and administrative issues, and assures the effective communication of operational information.
• Performs administrative and technical support functions for assigned department, requiring understanding of local government operations, and City services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills.
• Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the assigned Department.
• Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.
• Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
• Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
• Purchases and distributes supplies and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
• Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
• Arranges and schedules appointments and meetings; assists with the annual budget process.
• Screens visitors and phone callers; resolves issues and complaints as appropriate.
• Supports the departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications : Education, Training and Experience Guidelines : High School Diploma or GED required; AND two years' experience as an Administrative Assistant. Associate's degree and experience with City of Odessa is preferred.

Knowledge of : Policies, rules, and regulations covering specific areas of assignment. City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules. Operations, services, and activities performed by the assigned department. Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management. Methods and techniques of researching and compiling data for reports and presentations. Customer service principles, protocols, and methods.

Skill in : Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations. Interpreting and explaining policies and procedures of assigned department. Using initiative and independent judgment within established procedural guidelines. Researching and compiling data for reports and technical documents. Dealing tactfully and courteously with the public. Following verbal and written instructions and procedures. Entering data with high levels of accuracy and productivity. Establishing and maintaining cooperative working relationships with co-workers. Communicating effectively verbally and in writing.

License and certification requirements : Specific technical training and certification may be required for some incumbents.

Physical demands and working environment : Work is performed in a standard office environment. Skills test : Typing test with a minimum score of 35 wpm with 7 or less errors.