Executive Secretary

Executive Secretary

Salary

$21.15 Hourly

Location

100 W HOUSTON ST, SAN ANTONIO, 78205, TX

Job Type

4A Full-Time

Job Number

2026-01150

Department

Human Resources

Opening Date

06/30/2026

Closing Date

7/5/2026 11:59 PM Central

Grant Funded

No

FLSA Status

Non-Exempt

• Description
• Benefits
• Questions

Job Summary

Under direction, is responsible for performing a variety of highly responsible and complex secretarial and administrative duties for the Human Resources Executive Team. Provides general information and assistance to the public. Working conditions are primarily inside an office environment. May exercise functional supervision over assigned staff.

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: City Tower, 100 W. Houston, 13th Floor

Work Hours: 7:45 a.m. - 4:30 pm., Monday - Friday

Essential Job Functions

• Performs a wide variety of complex and responsible secretarial and administrative duties for assigned department director.
• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; and resolves citizen concerns and complaints.
• Interprets department policies, procedures, laws, and regulations in response to inquiries and complaints; and refers inquiries as appropriate.
• Initiates and maintains a variety of files and records for information related to the department directors office; and maintains manuals and updates resource materials.
• Prepares and maintains accurate records of personnel related paperwork, including requests for leave, changes of status, and personnel requisitions; assists in the preparation of employee performance appraisals; and prepares payroll.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements; maintains appointment schedules and calendars; and arranges meetings, conferences, and civic functions.
• Researches, compiles, and analyzes data for special projects and various reports and may assist in compiling information for City Council agenda packets.
• Orders and maintains office supplies.
• Monitors fax and copier machines and printers and recommends and arranges necessary maintenance.
• Provides staff support to division heads as needed and relieves and fills-in for support staff as necessary.
• May receive and process monthly billings from the general accounting office; and may receive and log incoming checks and distribute to appropriate division or staff person.
• May take minutes during various board, commission, or committee meetings.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

• High School Diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency).
• Three (3) years of increasingly responsible secretarial and clerical experience, including one (1) year of word processing or other computer experience.

PREFERRED QUALIFICATIONS:

• Experience with SAP.
• Experience using Microsoft Office applications.
• Experience providing excellent customer service to internal and external customers.
• Strong desire to learn and work on a variety of projects.

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.

Knowledge, Skills, and Abilities

• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of modern office procedures, methods, and equipment.
• Knowledge of business letter writing and basic report preparation.
• Knowledge of principles and procedures of record keeping.
• Knowledge of principles and methods of note taking.
• Knowledge of basic mathematics principles.
• Knowledge of basic procedures and techniques of budget preparation and accounting.
• Skill in utilizing a personal computer and associated software programs.
• Ability to operate a computer keyboard and other basic office equipment.
• Ability to interpret and apply administrative and departmental policies, procedures, laws, and regulations.
• Ability to perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Ability to compile and maintain complex and extensive records and prepare routine reports.
• Ability to maintain confidential data and information for executive and administrative staff.
• Ability to independently prepare correspondence and memorandums.
• Ability to schedule and coordinate projects; set priorities; and adapt to changing priorities.
• Ability to research, analyze, and summarize data.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain effective working relationships with those contacted in the course of work, including City officials, management, staff employees, and the general public.

Benefits Information

The City of San Antonio (CoSA) strives to provide a competitive compensation and benefit package to attract and retain a highly skilled workforce. To accomplish this, CoSA offers subsidized health care benefits for active and retired employees, paid disability benefits, paid life insurance, as well as automatic participation in a pension program which is currently matched two to one.

For more detailed information, please click on the following link to view Benefits offered by the City of San Antonio:

http://www.sanantonio.gov/hr/employee_information/benefits/index.asp

Note:

• Part-Time, Temporary, and non-City positions are not eligible for CoSA Benefits.
• Holiday and Leave benefits for Pre-K 4 SA positions may be different than what is listed at the above link.

Additional Information

The City Of San Antonio is an Equal Opportunity/Reasonable Accommodation Employer. This means that the City does not discriminate on the basis of race, religion, sex (gender), age, disability, national origin, genetic information, or sexual orientation. All individuals are encouraged to apply and compete for jobs with the City of San Antonio.

If you require assistance at any stage of the application process due to a disability, please contact the Human Resources Department so that accommodations may be made to meet your needs. Our telephone number is 210-207-8705 and our fax number is 210-207-2285.

01

Are you a current regular full time or part time CoSA employee?

• Yes - I am a Full-Time City Employee.
• No - I am not a Full Time or Part Time City Employee
• Yes - I am a Part Time City Employee

02

Are you a veteran or active member of the armed forces?

• Yes
• No

03

Are you a San Antonio Ready to Work Program (SARTW) or Train for Jobs San Antonio Program (TFJSA) participant?

• Yes- SA Ready to Work Program
• Yes - Train for Jobs SA Program
• Yes - Both Programs
• No

04

What best describes your highest level of education?

• Some High School
• High School Diploma or GED recognized by the Texas Education Agency or a regional accrediting agency
• 30+ completed semester hours (credits) from an accredited college or university
• 60+ completed semester hours (credits) from an accredited college or university
• Associates Degree from an accredited college or university
• 90+ completed semester hours (credits) from an accredited college or university
• 120+ completed semester hours (credits) from an accredited college or university
• Bachelors Degree from an accredited college or university
• Masters Degree from an accredited college or university
• PhD, JD, or other Post Graduate Degree from an accredited college or university
• None of the above

05

How many years of responsible secretarial and clerical experience do you have?

• None
• Less than one year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years
• 6 years
• 7 years
• 8 years
• 9 years
• 10 years or more

06

How many years of word processing or other computer experience do you have?

• None
• Less than one year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years or more

07

How many years of experience do you have working for and supporting an Executive, Chief Executive Officer (CEO), or Department Head?

• None
• Less than one year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years or more

08

How many years of experience do you have providing customer service to internal and external customers?

• None
• Less than one year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years or more

09

Select any of the following Microsoft Office applications that you have at least three (3) years of professional experience with:

• Word
• Excel
• Access
• PowerPoint
• Publisher
• Visio
• Outlook
• None of the above

10

Select any of the following items you have at least three years of experience with:

• Secretarial duties
• Administrative duties
• Clerical duties
• Screening calls
• Maintaining files
• Maintaining manuals
• Maintaining personnel paperwork
• Preparing general correspondence
• Maintaining appointments and calendars
• Preparing travel arrangements
• Arranging meetings
• Researching data for reports
• Compiling data for reports
• Analyzing data for reports
• Taking meeting minutes
• SAP Transactions
• None of the above

11

Describe a time you took the initiative to improve a situation without being asked to. How did you know what you were doing was the right thing to do?

12

Describe your customer service philosophy. How do you ensure you provide excellent service to both internal and external customers?

13

Why are you interested in working with the Human Resources Department?

14

I acknowledge that 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.

• I acknowledge

15

I understand that if I have a need for a reasonable accommodation to participate in the recruitment and interview process, I can contact the Human Resources Department at AskHR@sanantonio.gov or 210-207-8705. I further understand that if an accommodation is necessary to perform the position for which I have applied, I can contact HR after an offer has been extended.

• I acknowledge.

Required Question

Employer City of San Antonio

Address Human Resources Department

San Antonio, Texas, 78205

Phone 210-207-8705

Website http://www.sanantonio.gov/HR/CareerCenter.aspx