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Sr. Administrative Assistant, 207, Administration

City of Laredo, TX

Laredo, TX

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JOB DETAILS
SALARY
$46,779.20–$58,489.60 Per Year
SKILLS
Accounting, Administrative Procedures, Administrative Skills, Administrator Documentation, Analysis Skills, Attorney, Benchmarking, Billing, Budgeting, Business Administration, Calendar Management, Campaigns, Communication Skills, Compensation and Benefits, Computer Software, Construction, Cross-Functional, Customer Support/Service, Data Collection, Dental Insurance, Documentation, Driver's License, Employee Benefits, English Language, Establish Priorities, Executive Assistant Skills , Expense Tracking, Federal Laws and Regulations, Financial Management, Government, Government Administrative Support, Heavy Equipment/Vehicles, Human Resources, Infectious Diseases, Leadership, Legal, Legal Support Skills, Logistics, Maintain Compliance, Manage Agenda, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Office Management, Onboarding, Operational Improvement, Operational Strategy, Operational Support, Operations Planning, Organizational Skills, Physical Demands, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Procedure Development, Process Improvement, Project Tracking, Project/Program Coordination, Public Administration, Public/Media/Press/Analyst Relations, Purchase Orders, Purchasing/Procurement, Reconciliation, Record Keeping, Records Management, Regulations, Reporting Skills, Request for Information (RFI), Research Skills, Retirement Plan, Schedule Development, Service Delivery, Spreadsheets, Staff Requirements, State Laws and Regulations, Strategic Planning, Systems Maintenance, Time Management, Training Program, Travel Planning, Warehousing, Willing to Travel
LOCATION
Laredo, TX
POSTED
Today
Salary : $46,779.20 - $58,489.60 Annually
Location : Laredo, TX
Job Type: Full-time
Job Number: A262010-2
Department: Human Resources (20)
Division: Administration (HR)
Opening Date: 05/27/2026
Closing Date: Continuous

Job Description

Provides highly responsible executive-level administrative, operational, and project support to the Director of Human Resources and the Human Resources Administration Division. Coordinates and manages confidential administrative functions, departmental initiatives, City Council agenda processes, budget support activities, records management, interdepartmental communications, and strategic projects. Serves as the liaison between Human Resources, City departments, external agencies, and the public while ensuring compliance with applicable policies, procedures, records retention requirements, and municipal regulations. Exercises independent judgement, discretion, and professionalism in handling sensitive and confidential information.
Essential Functions/ Job Competencies/ Physical Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

  • Provides advanced administrative support to the Human Resources Administration Division.
  • Manages complex calendars, scheduling priorities, travel arrangements, meeting coordination, and executive correspondence for the Human Resources Director or designee.
  • Screens, prioritizes, and responds to inquiries, correspondence, and requests requiring independent judgment and discretion.
  • Coordinates departmental meetings, executive briefings, presentations, and strategic planning sessions.
  • Prepares professional correspondence, reports, presentations, memoranda, briefing materials, spreadsheets, and other administrative documents.
  • Coordinates preparation, review, routing, and submission of Human Resources-related City Council agenda items, resolutions, contracts, and supporting documentation.
  • Tracks agenda deadlines and coordinates approvals with the City Manager's Office, Budget Department, Purchasing, and City Attorney's Office.
  • Maintains records of approved agenda items, council actions, and follow-up assignments to ensure timely implementation and compliance.
  • Assists with departmental strategic planning initiatives, operational projects, organizational studies, and special assignments.
  • May assist with departmental projects and monitor timelines, deliverables, and reporting requirements.
  • Assists in developing departmental procedures, administrative practices, and workflow improvements to enhance operational efficiency.
  • Conducts research and compiles data related to HR programs, compensation, benefits, recruitment, organizational trends, and benchmarking initiatives.
  • Assists with preparation, monitoring, and reconciliation of the departmental budget, including personnel, operational, training, and contractual expenditures.
  • Monitors expenditures and prepares budget adjustments, transfers, and supporting documentation as needed.
  • Coordinates procurement-related administrative functions, including purchase requisitions, invoices, contracts, and vendor correspondence.
  • Coordinates departmental records management activities in accordance with records retention schedules, City policies, and applicable laws.
  • Serves as departmental liaison for Public Information Act requests and coordinates document retrieval, review, redaction, and submission with the City Attorney's Office.
  • Maintains confidential personnel, legal, and administrative records in compliance with applicable federal, state, and local regulations.
  • Assists with compliance tracking related to audits, accreditation reviews, reporting requirements, and internal controls.
  • Serves as a liaison between Human Resources and City departments, external agencies, vendors, elected officials, and the public.
  • Responds to inquiries regarding departmental operations, policies, procedures, and council actions.
  • Maintains professionalism, confidentiality, and diplomacy when handling sensitive or complex matters.
  • Provides administrative coordination and support for department-wide initiatives, including but not limited to recruitment campaigns, employee engagement initiatives, benefits open enrollment, classification and compensation studies, and training programs.
  • Provides backup administrative support to other Human Resources divisions as needed.
  • May coordinate onboarding logistics, departmental events, and employee recognition activities.
  • Maintains and updates electronic filing systems, databases, tracking logs, and reporting systems.
  • Utilizes agenda management software, Microsoft Office Suite, and other technology platforms to support departmental operations.
  • Generates reports, spreadsheets, and data summaries for executive leadership and operational planning.
  • Screens office visitors and telephone calls; may receive and route incoming mail; provides information and responds to complaints.
  • Will be required to drive a City vehicle for city business use.
  • Performs related work as required.
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:
  • Knowledge of records management and the Texas Public Information Act.
  • Knowledge of project coordination and administrative operations.
  • Knowledge of confidentiality requirements related to personnel and legal records.
  • Knowledge of department policies, procedures, and practices.
  • Knowledge of public relations and communications.
  • Knowledge of basic accounting principles and financial management, such as budget preparation and cost monitoring.
  • Knowledge of modern office procedures and methods including computers and applicable software.
  • Knowledge of English grammar, spelling, and punctuation.
Skills and Abilities:
  • Skill in planning, organization, and time management.
  • Skill in performing a variety of duties, often changing from one task to another of a different nature.
  • Skill in customer service delivery.
  • Ability to exercise sound judgment and discretion in handling confidential and sensitive matters.
  • Ability to coordinate multiple high-priority assignments with competing deadlines.
  • Ability to analyze administrative procedures and recommend process improvements.
  • Advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, and Outlook.
  • Ability to communicate effectively with executive leadership, elected officials, and external stakeholders
  • Ability to receive and follow directions from supervisor.
  • Ability to project a positive and professional image of the City of Laredo.
  • Ability to establish and maintain effective working relationships.
  • Ability to meet schedules and deadlines of the work.
  • Ability to maintain the confidentiality of information and professional boundaries.
  • Ability to communicate clearly and effectively both orally and in writing.
  • Ability to maintain good planning and organizational skills.
  • Ability to take and follow directions from supervisor.
  • Ability to give directions to and gain compliance from assigned staff.
  • Ability to perform strenuous work and routine work.
  • Ability to maintain a valid Texas Driver License and a good driving record.
  • Ability to project a positive and professional image of the City of Laredo.
  • Ability to comply with all City of Laredo's policies and procedures.
  • Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.
WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements

Position will have the following exposures
  • Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
  • Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.
Work Environment Locations

Position will require the employee to work in the following types of work environments

Never
  • Street environment (near moving traffic)
  • Construction site
Seldom
  • Outdoor environment
  • Confined space
  • Vehicles
  • Warehouse environment
Often
  • Office or similar indoor environment
Exposures

Position will require the employee to be exposed to the following environmental elements

Never
  • Individuals with known violent backgrounds
  • Extreme cold (below 32 degrees)
  • Extreme heat (above 100 degrees)
  • Communicable diseases
  • Fumes or airborne particles
  • Toxic or caustic chemicals or substances
  • Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)
Seldom
  • Moving mechanical parts
Sometimes
  • Individuals who are hostile or irate
Travel

Position will require the employee to travel

Never:
  • National travel
  • International travel
Seldom:
  • Regional travel
Sometimes:
  • Local travel
Minimum Qualifications
Required Education and Experience
  • Bachelor's degree from an accredited* college or university in Business Administration, Public Administration, or related field
  • At least five (5) years of progressively responsible administrative, executive support, office management, project coordination, or governmental administrative experience, preferably supporting executive leadership or management-level staff. Experience in municipal government, human resources administration, public administration, or related operations is preferred.
*Council of Higher Education Accreditation (C.H.E.A.)
Valid Licenses and Certifications
Required Licenses or Certifications
  • Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.
Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.
Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.
A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.
City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.
The City of Laredo provides a benefit compensation package that includes the following for all Full-time regular employees:
  • 10 days of paid vacation per year
  • 6 1/2 days sick leave per year
  • Pension plan
  • 16 paid Holidays
  • Paid health*
  • Dental plan*
  • Life insurance*
*30 day waiting period

For a full description of our benefits, please visit our website at: under Employee Benefits
01

What is your highest level of education?
02

If you hold an Associate's, Bachelor's, Master's PhD, Juris Doctor, or Post Graduate Degree, please provide your major/minor:
03

Do you have least five (5) years of progressively responsible administrative, executive support, office management, project coordination, or governmental administrative experience, preferably supporting executive leadership or management-level staff?
  • Yes
  • No

04

Describe your experience coordinating multiple administrative assignments, projects, or deadlines simultaneously. Include the types of tasks you managed and the methods you used to stay organized and meet deadlines.
05

This position routinely handles confidential personnel, legal, and administrative information. Describe your experience maintaining confidentiality and exercising discretion in a professional work environment.
06

Supplemental questions are considered part of your official application. Failure to complete all sections of your application, including the "Driver License", "Education", "Work Experience", "Certifications and Licenses" (if applicable), and "Agency-Wide Questions" will result in your application not being processed. Please complete the City's application to include all current and previous work history, relevant education, and any license(s)/certification information that may be required. A resume will not be accepted or reviewed to determine if an applicant has met the qualifications for the position. Any misrepresentation will result in your disqualification for employment consideration.
  • I have read and understand the above information
  • I have read and do not understand the above information. I will contact the Human Resources Department for further explanation at (956) 791-7480.

Required Question

About the Company

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City of Laredo, TX

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