Administrative Assistant, Senior - Animal Services

JOB SUMMARY

JOB SUMMARY
Coordinates clerical activities and provides complex administrative support for area of assignment; prepares correspondence and other types of documentation; maintains departmental records, files, and databases; performs a variety of general accounting duties; conducts routine purchasing and inventory tasks; schedules, coordinates, and documents meetings; assists with special projects; provides customer service to the public; and performs other related duties.

ESSENTIAL FUNCTIONS AND DECISION MAKING

ESSENTIAL FUNCTIONS Performs a variety of administrative support functions:

• Answers and directs incoming calls as appropriate; documents and distributes phone messages; ensures timely response to messages.
• Responds to various types of inquiries regarding departmental operations, services, policies, and procedures.
• Provides administrative support to assigned personnel.
• Maintains assigned calendars and work assignments; schedules meetings and appointments; books travel arrangements; registers staff for conferences and seminars.
• Plans and organizes meetings, workshops, and/or other events.
• Supports the Animal Shelter Advisory Committee; prepares and posts meeting agendas; assembles meeting packets and materials; attends meetings; prepares/distributes meeting minutes.
• Creates and/or prepares reports, correspondence, forms, files, labels, and/or other types of documentation; performs data entry.
• Copies, faxes, files, scan, and/or notarizes documents.
• Updates and maintains departmental records, files, databases, spreadsheets, and/or website pages.
• Processes departmental mail.

Provides administrative support in special project areas, as assigned:

• Volunteer onboarding, scheduling, and documentation of hours and activities.
• Organizing, planning, and scheduling special programs or initiatives.
• Community outreach and engagement.
• Assists in maintaining current policies and procedures.
• Monitors progress toward grant funding requirements and prepares reports.
• Makes recommendations for efficiency and effectiveness.

Conducts a variety of routine purchasing and accounting tasks according to City policy:

• Coordinates the inventory and purchase of departmental supplies.
• Processes vendor invoices for payment; prepares purchase orders, requisitions and check requests.
• Reconciles P-card statements and/or assigned accounts.
• Maintains financial records for area of assignment.
• Assists with competitive procurement; prepares RFQs, RFPs, bid solicitations.
• Monitors assigned budget; assists with budget development and forecasting.

Provides customer service and assistance to the public:

• Researches, follows up, and assists in resolving public issues, concerns, and complaints.
• Processes various types of applications and/or registrations.
• Collects, processes, and receipts related fees.
• Responds to public requests for assistance; dispatches appropriate personnel; generates related work orders.
• Updates and maintains customer account information.
• May assist with adoptions / receiving / reclaim processing.

Miscellaneous:

• Monitors and maintains office equipment; stocks paper and toner.
• Attends meetings, training sessions, and/or workshops.
• Performs other routine and/or specialized duties relative to area of assignment as required.

MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications)

MINIMUM REQUIREMENTS

• Associate’s degree or 60 hours of college course work in a related field. Commensurate combination of education and experience may be considered.
• Five (5) years’ experience providing administrative support to senior management personnel is required.
• Valid Texas Driver’s License with an acceptable driving record.
• Appointment/commission as a Notary Public may be required.

CORE COMPETENCIES AND PHYSICAL DEMANDS

JOB DIMENSIONS

• Must be able to read/prepare correspondence, reports, and other departmental documentation.
• Effective verbal and written communication skills are required; must be able to maintain positive working relationships with City departments and personnel, outside agencies, contractors, vendors, suppliers, and the general public.

PHYSICAL DEMANDS AND WORKING CONDITIONS
Physical requirements include lifting up to 25 pounds rarely. Subject to vision constantly; sitting, handling, fine dexterity, hearing and talking frequently; standing, walking, lifting, carrying, pushing/pulling, reaching, balancing and foot controls occasionally; kneeling, crouching, bending, twisting and climbing rarely.

Working conditions involves sitting for extended periods of time. Rabies pre-exposure and periodic boosters.

The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance. 2023 Benefits Guide

BENEFITS
Medical, Dental & Vision Coverage

• United Healthcare
  • Choice Plus PPO Plan
  • Prescription Drug Plan
  • Wellness Initiatives
  • Virtual Doctor Visits 24/7
  • Dental Plan

Davis Vision Insurance

• Base Vision Plan
• Premium Vision Plan
• Laser Vision Correction discounts

Retirement

• Texas MunicipalRetirement System (TMRS)
• Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA

ADDITIONAL BENEFITS

• Flexible Spending Accounts
• City paid Life and AD&D Insurance
• Voluntary Life, AD&D and Long Term Disability insurance
• Employee Assistance Program
• Vacation
• Sick Leave
• Holidays
• Longevity Pay
• Tuition Reimbursement
• Activity Center Membership
• Direct Deposit

The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services.

Closing Date/Time: 11/15/2024 4:59 PM Central

• 

• City of San Marcos, TX

• 512-393-8060

Show more