Sr. Management Assistant

Overview

The Senior Management Assistant is process oriented and brings a strong attention to detail to provide advanced administrative support to the City Secretary and City Council. Documents action taken at City Council and TIRZ meetings; processes and manages legislative documents and contracts. Assists with the overall operation of the City Secretary's office. Prepares and submits budget for City Council and tracks expenses. Composes and distributes reports and correspondence on behalf of the City Secretary's office.

Responsibilities

• Attends all council and assigned TIRZ meetings to operate Live Manager, record actions taken, and assist with meeting facilitation.
• Prepare legislative items, Certification of Funds, and roll call/vote sheets for meetings.
• Create reference agenda after Council meetings.
• Compose draft minutes for review and approval.
• Create committee meeting agendas and minutes as needed.
• Process Council approved legislation by assigning enactment numbers and routing documents for signatures.
• Review documents for accuracy and completeness.
• Respond to staff inquiries about records.
• Codify amendments to the Code of Ordinances monthly by sending updates to vendor.
• File documents as needed with the County Clerk.
• Verify Form 1295's through the Secretary of State's office.
• Coordinate purchases, travel arrangements, prepare and submit reimbursements for City Council Members within budget.
• Develop, reconcile, and manage City Council budget and expenditures.
• Provide accurate quarterly expense reports to Council Members.
• Ensure expenses are coded correctly to accounting system.
• Make travel arrangements for staff.
• Monitor monthly expenditures and research discrepancies.
• Assist with election preparation and implementation.
• Conduct major research requests/projects.
• Maintain familiarity with general office operations and train new staff.
• Assist supervisors with the budget process by tracking expenses, reviewing, and validating budget data.
• Purchase department supplies with p-card and reconcile monthly.
• Backup Executive Assistant and Administrative Support III.
• Serves as department Public Information Act liaison, fulfilling Public Information Act requests on behalf of the department.
• Respond to inquires regarding public records, policies, and procedures.
• Train department PIA liaisons on software as needed.
• Post meeting notices in compliance with state law.
• Performs other duties and responsibilities as assigned.

Position Type and Typical Hours of Work

• Exempt - Full-Time
• Flexibility to work evenings, weekends, and holidays is a schedule requirement
• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Qualifications

• Bachelor's degree (BA/BS)
• Three (3) years of previous experience

Licenses and Certifications

Required

• A valid driver's license is required; successful out-of-state candidates must be able to obtain a valid Texas driver's license within 90 days of hire

Required During Duration of Employment

• Texas Notary Public license

Employment Testing

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal Background Check: Yes
• Motor Vehicle Record Check: Yes
• Drug Screening: Yes
• Physical Exam: Yes
• Police Background Check: Yes
• Clearing House Query: No

Basis of Rating

A recruitment consultant will evaluate all applications against the posted qualifications and may request additional information. The city may also conduct additional skill assessment tests, in addition to the panel interview.

Supplemental Information

Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City of Corpus Christi.

The City of Corpus Christi is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.