WIC - Senior Administrative Assistant

JOB SUMMARY

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:

• Trains employees in clerk duties
• Performs clerk duties as assigned
• Obtains blood samples and anthropometrics as assigned
• Performs quality assurance activities and makes recommendations for improvement.
• Coordinates facility repairs and disposal of medical waste.

3. Conducts a variety of general accounting duties:

• Processes accounts payable/receivable, check requests, purchase orders, invoices, and/or budget adjustments.
• Assists in preparing departmental budget.
• Monitors and maintains petty cash fund; issues monies as necessary.
• Coordinates the purchase of departmental supplies, equipment, and/or uniforms; obtains purchase orders; liaises with vendors; monitors and maintains supply inventories.
• Participates in administering grant funding and/or departmental contracts; assists in coordinating bid processes.
• Updates and maintains inventory and disposition of equipment and supplies.

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

• Maintains WIC facility to ensure a clean, safe, and sanitary environment:
• Participates in cleaning restrooms, kitchen/break area, furniture, doors, windows, floors, and equipment.
• Removes trash to the proper disposal receptacle.
• Re-stocks supplies such as tissue, towels, soap, and hand sanitizer.
• Reports facility issues to supervisor.

5. Miscellaneous:

• Prepares and submits departmental timesheets and travel requests.
• Processes, sorts, opens, and distributes departmental mail.
• Copies, scans, faxes, and files documentation.
• Resolves equipment and IT issues.
• Coordinate vehicle maintenance and repairs
• Performs other routine and/or specialized duties as assigned.

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.

CORE COMPETENCIES AND PHYSICAL DEMANDS

PREFERRED QUALIFICATIONS

• Sixty (60) hours of college is desirable.

JOB DIMENSIONS

• 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 DEMANDS AND WORKING CONDITIONS

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.

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: 10/2/2025 11:59 PM Central

• 

• City of San Marcos, TX

• 512-393-8060

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