Administrative Assistant I (Temporary)

Full Job Description

Under general supervision, is responsible for performing a variety of professional and/or technical duties in a staff capacity supporting the activities and services of an assigned department; also provides assistance to the public regarding the assigned department or division. Working conditions are primarily inside an office environment. May exercise direct supervision over assigned staff. Working conditions are both inside and outside with exposure to temperature extremes, a warehouse environment, dust, and high level noises.

This position is an "unclassified" position and has no disciplinary appeal rights to the Municipal Civil Service Commission. This position is likewise subject to at-will employment status and can be terminated at any time for any reason.

Work Location

719 S Santa Rosa Ave, San Antonio, TX 78204, USA

Work Hours
Monday - Friday 7:45 a.m. - 4:45 p.m.

Requirements

• Assists in providing a variety of duties involved in supporting the administrative operations of the assigned department or division.
• Answers inquiries regarding policies and procedures.
• Ensures compliance with current City and department rules and regulations.
• Composes, types, and proofreads reports, letters, memos, statistical and confidential information.
• Assists with monitoring and reviewing expenditures; provides information to appropriate department staff for budget preparation.
• Maintains calendars, schedules activities, meetings and various events.
• Coordinates activities with other City departments, outside agencies, and the general public.
• Monitors inventory of office supplies; reviews purchase requisitions and requests for payments.
• Assists in initiating personnel requisitions; monitors overtime and attendance records; assists in monitoring employee payrolls.
• Researches and compiles data for special projects and reports.
• May organize and maintain filing systems; maintains records related to specific area of assignment.
• May respond to and resolve difficult and sensitive citizen inquiries and complaints.
• May prepare public relations data, brochures and handouts.
• Performs related duties and fulfills responsibilities as required.

Qualifications

• Two (2) years of college from an accredited college or university with major coursework in Business or Public Administration or related field.
• One (1) year of general office or administrative experience.

Applicants for this position must pass a fingerprint-based background check and maintain eligibility to access TXever and other systems of the Texas Department of State Health Services (DSHS), Vital Statistics Unit.

Due to Texas DSHS requirements related to system access and Health and Safety Code (HSC) §191.071, the following will result in being disqualified for this position: convictions related to Fraud, Theft, Computer Crimes, Perjury/Falsification of Documents, Bribery, Corruption, Abuse of Office or Information, and Crimes Against Children.

Preferred Qualifications
• Bilingual in English & Spanish.
• Experience in vital records.
• Experience providing customer service support to public.
• Experience in cash handling.
• Ability to multi-task and work in a team environment.
• Knowledge of applicable Federal, State and local laws and regulations
Applicant Information


Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job.

One year of full-time experience is defined as 30 or more hours worked per week for 12 months.

One year of higher education is defined as 30 credit hours completed at an accredited college or university.

• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.

Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification.

Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.

• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.

Additional Information

• Knowledge of basic accounting principles and practices and business math.
• Knowledge of City, State, and Federal policies and regulations relating to assigned area of responsibility.
• Knowledge of English usage, spelling, and punctuation.
• Knowledge of research methods.
• Knowledge of cashiering procedures.
• Knowledge of modern office practices, procedures, equipment and, depending on the individual job requirements, clerical techniques.
• Ability to learn City and departmental policies, procedures, and administrative systems.
• Ability to learn research and data collection methods and techniques.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Ability to operate a computer keyboard and other basic office equipment.
• Ability to perform all the physical requirements of the position.
• Ability to learn Acknowledgement of Paternity principles.
• Ability to complete and maintain the Paternity Opportunity Program certification within thirty (30) days of employment.
• Ability to interpret and apply regulations and statutes related to vital records and public information.