30+ days ago
The purpose of this class within the organization is to provide high-level administrative support to the City of Pearland.
This class works under general supervision, independently developing work methods and sequences.
DUTIES AND RESPONSIBILITIES
The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.
Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Manages and maintains executives' schedules; makes travel arrangements for executives.
Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
Coordinates and directs office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
Answers phone calls and directs calls to appropriate parties or takes messages.
Processes invoices for payment; scans invoices and packing slips; reviews and assists in maintaining the budget; assists the training division with per diems and reimbursements.
Prepares payroll by entering time, tracking vacation and time off requests; updates the timeclock concerning staff hours and missed punches; pulls reports from the timeclock and has the director sign off on payroll.
Coordinates professional development and training.
Tracks, files, and saves all personnel requisitions.
Coordinates Board of Directors Meetings including preparing agendas and packets, posting agendas, transcribing minutes, arranging facilities, and ordering catering.
Enters invoice entry batches for all incoming departmental and City invoices.
Inventories, monitors and orders office supplies for the department.
Coordinates record retention efforts for the department; ensures files are living out retention period and stored properly.
Performs related work as assigned.
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:
Requires an Associate's Degree or specialized courses/training equivalent to satisfactory completion of two years of college in business or closely related field.
Requires four years mid- to senior-level administrative support or closely related experience.