Management Assistant

JOB SUMMARY:

Under the general direction of the City Administrator is responsible for providing high-level assistance to the City Administrator in the completion of their duties. Assists with special projects covering all aspects of municipal governance and operations and other duties as assigned including payroll research data analysis and grant and report writing. This position requires a highly motivated individual with a desire to learn and take on varying and increasing responsibilities within the organization.

This is a full-time hourly position and hours of work vary based upon departmental needs. The Management Assistant is expected to attend regular and special City Council meetings board and commission meetings as requested and a variety of local county state and other meetings and training events. Evening and weekend work may be required as job duties demand.

Regular reliable and non-disruptive attendance is an essential function of this position as is critical for the ability to create and maintain professional harmonious working relationships with others.

This position does not provide direction to other employees. This is a non-supervisory position.

ORGANIZATIONAL RELATIONSHIPS:

Uses tact diplomacy and a positive attitude in all internal and external communications whether verbal or non-verbal and other interactions with the public or other municipal employees.

ESSENTIAL JOB FUNCTIONS:

• Coordinates City Administrators calendar schedules appointments sets up meetings and follows up with other staff at the request of the City Administrator.
• Arranges travel and conferences for City Administrator for City business; coordinates expense reimbursements.
• Processes and files official policies and procedures.
• Maintains all City Administrator files and records.
• Performs secretarial functions requiring discretion and specialized knowledge.
• Provides administrative assistance and support to the City Administrator City Secretary Finance Director and Human Resources Manager on a routine basis.

• Drafts letters memorandums speeches manuals editorials etc. as requested.
• Types forms charts statements confidential information letters and memoranda prepared for the City Administrator.
• Assists with the collection of data and preparation of annual budget.

• Acts as a substitute for the primary payroll clerk during absences.

• Reconciles and pays employee benefits.

• Performs a variety of records management inventory bookkeeping and data entry tasks requiring knowledge of City and various Department policies and procedures.

• Coordinates prioritizes and monitors the implementation of citywide and assigned special projects/programs initiatives and cross-departmental projects.
• Assists with City Council and other Board / Commission inquiries and works with the City Administrator to draft agenda item request forms for all staff-initiated City Council Board and/or Commission agenda items prior to City Administrator review and placement on their respective agendas.
• Assists in a variety of Administration operations.
• Maintains confidentiality.

• May be directed to attend meetings of and conduct presentations to City Council and other Municipal Boards and/or Commissions.

• Assists as needed with Municipal special events.

• Keeps information accessible by sorting and filing documents.
• Represents the City at various civic community City Council and city staff meetings when requested.

• Performs other duties as assigned/directed.

KNOWLEDGE SKILLS & ABILITIES:

• Knowledge of or the ability to rapidly learn administrative skills required for functioning within the City Administrators office.
• Personal computing applicable software and related skills. Knowledge of or the ability to rapidly learn general statistics and quantitative measures.

• Ability to analyze and evaluate municipal programs policies and operational needs.
• Knowledge of current social political and economic trends that impact municipal government.

• General understanding of governmental accounting and auditing practices.
• Ability to apply bookkeeping and fundamental accounting principles related to the keeping of account records and the preparation of financial reports.

• Ability to assist in the preparation of budgets and performance measurement systems.

• Knowledge of the purposes practices and policies of the City including the operational relationships between City departments and other government agencies and community groups.

• Ability to learn and draft City policies and procedures.
• Ability to learn municipal departments and organizations their functions and respective authorities of said departments and organizations.
• Ability to learn and interpret pertinent Federal State and Local laws that impact municipal government.

• Time management skills with ability to prioritize workload for completion in a timely manner and meet deadlines. Coordinate prioritize and complete multiple tasks simultaneously while maintaining accuracy and attention to detail in an environment of frequent interruptions.

• Strong oral communication and interpersonal skills to establish and maintain effective working relationships with diverse groups of people including department staff public officials concerned citizens and personnel from other City departments or local agencies.
• Strong skills in organization and planning problem analysis decision making adaptability and flexibility.

QUALIFICATIONS:

• Must be able to type 40 wpm.
• Able to work independently with minimal supervision.
• Demonstrated knowledge of modern office software (i.e. Microsoft SharePoint Teams Word Excel Outlook).

EDUCATION & EXPERIENCE:

• Preferred: Bachelors Degree in Public Administration Government Business Administration or related field.
• Minimum Education: Associates degree in Public Administration Business Administration or related field OR any combination of related education experience certifications and licenses that will result in a candidate successfully performing the essential functions of the job.
• Two (2) or more years of administrative or relatable roles in local State or Federal government experience preferred preferably in an office setting comparable to that of the City Administrators office.

CERTIFICATES & LICENSES:

Must possess and maintain a valid Class C Texas Drivers License.

PHYSICAL REQUIREMENTS:

• May be required to carry hold lift push and pull a minimum of 40 lbs.

• Bending stooping and reaching as needed.

• May be required to file and retrieve documents from multi-drawer file cabinets.
• All employees are subject to random drug testing.

WORK ENVIORNMENT:

• Conducts work primarily in an office setting.

WORK HOURS:

• Monday Friday 8 a.m. to 5 p.m.; however workdays and hours may vary.

• May work irregular hours to attend evening meetings meet deadlines and achieve objectives.

This job description is not an employment agreement or contract.

Management has the exclusive right to alter this job description at any time without notice.

THE CITY OF HELOTES IS AN EQUAL OPPORTUNITY EMPLOYER