Sr. Management Assistant

City of Corpus Christi

Corpus Christi, TX

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JOB DETAILS

SKILLS

Administrative Skills, Background Investigation, Budget Management, Budgeting, Calendar Management, Communication Skills, Data Collection, Driver's License, Executive Assistant Skills , Manage Agenda, Metrics, Organizational Skills, Payment Processing, Performance Analysis, Performance Metrics, Project Planning, Project Tracking, Purchase Orders, Purchasing/Procurement, Reporting Skills, Status Reports, Telephone Skills, Travel Planning

LOCATION

Corpus Christi, TX

POSTED

1 day ago

Overview

The main duties of this position are to support the Communications Department and the Director of Intergovernmental Relations in their administrative tasks. This includes managing the Communications Director's calendar, answering calls from residents, and keeping files and supplies organized. The position also requires issuing Purchase Orders for both departments, ensuring vendor renewal, and completing travel requests. Additionally, the position is responsible for maintaining the Travel P-Card and one of the four department P-Cards.

Responsibilities
• Assistant to the Directors of Communications and IGR. Supports Communications and IGR with contract, budget, purchasing, and P-Card management
• Assists Directors with calendar management, agendas, and schedules
• Support Directors with the preparation of City Council agenda items and monitoring them in the Legislative System
• Makes travel arrangements needed for the department and manages travel-related paperwork
• As designated support for dept hiring manager, responsible for submitting requisitions for job postings, submitting Department Requests and Vacancy Review Committee forms
• Gathering Essential Employee forms & waivers and submitting them to HR, completing and submitting F12a and F12b forms
• Submitting FMLA documents, completing Hazard plans, submitting injury reports / Worker's Comp cases
• Setting up interviews for candidates with interview panel, assembling interview packets, and works with HR recruiter to start the hiring process
• Defines and documents project scope, goals, and deliverables
• Creates project plans and project timelines, defines tasks, monitors progress, and creates regular reports on project status
• Monitors the status of task assignments and escalates lagging tasks to the Director, Assistant Director, and division managers
• Monitor budget to ensure fund availability
• This includes a continuous oversight to ensure the department's financial stability, inform decision-making and prepare for changing financial circumstances
• Work collaboratively with Communications managers on proposed purchases to ensure the requests are aligned with the departments fund availability and goals
• Payment processing for Communications and Intergovernmental Relations
• Answer phone calls from residents and City employees wanting to speak with the Communications Department staff
• Run reports on Communications metrics-This includes gathering data from all Communications divisions
• Defining and tracking key performance indicators (KPIs)
• Oversee various research projects, as assigned
• May be asked to perform other duties 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 Experience

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

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

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 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.

About the Company

City of Corpus Christi

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