Administrative Professionals

Job Summary

The City of San Antonio is looking to fill multiple positions Citywide. Applications from this posting may be used to fill current and future vacancies within multiple departments, including but not limited to: Aviation, Center City Development Office, Department of Human Services, Office of City Clerk, Fire and EMS, San Antonio Police Department, SA Metro Health District, Municipal Courts, Parks and Recreation, Public Works, Pre-K 4 SA, World Heritage Office and other departments.

Under immediate supervision, is responsible for performing a variety of secretarial and clerical duties. Working conditions are primarily inside an office environment. May exercise supervision. Annual salary is based on working 2,080 hours. Actual compensation is based on the number of hours worked.

This advertisement will be used to fill one of the following positions:

• Administrative Associate (salary range: ($37,926.72- $39,458.90)
• Administrative Assistant I (salary range: ($40,491.62 - $47,410.22)
• Administrative Assistant II (salary range: ($42,375.58 - $52,106.86)
• Senior Administrative Assistant (salary range: ($39,350.22 - $59,025.46)

Essential Job Functions

Administrative Associate:

• Performs a variety of clerical duties in assigned department including maintaining personnel records and payroll, data entry, filing, distributing mail, answering telephones, and taking messages.
• Types and proofreads reports, letters, memos, flyers, and statistical charts.
• Responds to inquiries about department services and activities; assists visitors as necessary.
• May prepare payroll and associated transactions and assist in compiling and maintaining personnel records (e.g., weekly earnings, absences, supervisory reports, change of status, terminations, and personnel requisitions).
• Verifies and reviews correspondence for conformance with established policies and procedures.
• Orders and maintains inventory of office supplies.
• Prepares routine reports and correspondence.
• Orders supplies and equipment; maintains petty cash fund.
• Issues permits and collects associated fees.
• Department Specific:
  • Department of Human Services - staff at Senior Centers - Unloads and sorts food commodities from pallets; assembles food boxes and packages for distribution to Senior Center members, which requires lifting and carrying materials weighing up to 25 pounds.

• Assists with monitoring and reviewing expenditures; provides information to appropriate department staff for budget preparation.
• Maintains calendars and schedules activities, meetings, and various events.
• Coordinates activities with other City departments, outside agencies, and the general public.
• Assists in initiating personnel requisitions, monitors overtime and attendance records, and assists in monitoring employee payrolls.
• Department Specific:
  • Department of Human Services - staff at Senior Centers - Unloads and sorts food commodities from pallets; assembles food boxes and packages for distribution to Senior Center members, which requires lifting and carrying materials weighing up to 25 pounds.
  • Office of the City Clerk - Physical requirements include occasional lifting/carrying of up to 50 pounds, visual acuity, speech and hearing; hand and eye coordination, and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting, and kneeling to perform the essential functions. Working conditions are both inside and outside, with exposure to temperature extremes, a warehouse environment, dust, and high-level noise.

• Assists in providing a variety of responsible duties involved in coordinating the administrative operations of the assigned department or division.
• Assists in the formulation of policies and procedures for the assigned department; ensures compliance with current City and department rules and regulations.
• Assists in coordinating administrative personnel functions, assists in initiating personnel requisitions, monitors overtime and attendance records, and assists in preparing and monitoring employees' payroll.
• May oversee operations of a warehouse, including inventory control, purchasing materials and tools, and ensuring inventory procedures are implemented.
• May supervise clerical and administrative staff in general office operations.

• Provides lead supervision over technical and clerical staff; coordinates and supervises work assignments; monitors the day-to-day operations of the assigned department.
• Directs the work of office support personnel; prioritizes and coordinates work assignments; reviews work for accuracy.
• Coordinates administrative personnel functions; initiates personnel requisitions; assists in coordinating and conducting interviews; assists supervisors in preparing documentation for disciplinary actions; oversees and monitors employee payroll administration. Interprets City policies, procedures, laws, and regulations in response to inquiries and complaints; refers inquiries as appropriate.
• Assists in the preparation of the department budget; reviews and monitors departmental expenditures; audits petty cash expenditures; processes all accounts payable.
• Coordinates travel arrangements for department staff; processes travel vouchers and travel authorizations.

• May organize and maintain filing systems and maintain records related to specific area of assignment.
• May research, compile, and analyze data for special projects and various reports; depending on position, may prepare reports outlining progress of projects and document problems and issues.
• May prepare public relations data, brochures, and handouts.
• May respond to and resolve difficult and sensitive citizen inquiries and complaints.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

Administrative Associate:

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency).
• One (1) year of experience in general clerical work; or completion of the following SA Ready to Work training programs: Finance/Insurance, Healthcare, or Professional Services/Other

• Two (2) years of college from an accredited college or university with major coursework in Business or Public Administration, or related field.
• One (1) year of general office or administrative experience.
• Department Specific:
  
  • Office of the City Clerk - Become a Certified Passport Acceptance Agent by the U.S. Department of State within 30 days of employment.

• Two (2) years of college from an accredited college or university.
• Two (2) years of general office or administrative experience.

• Associate's degree from an accredited college or university.
• Three (3) years of increasingly responsible administrative experience.

• Aviation - Airport Police, Municipal Court, Parks and Rec - Park Police, SAPD, and the Office of the City Clerk- Municipal Records Division
  • Applicants for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A & B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions.
• Office of the City Clerk, Vital Records Division:
  • Applicants for this position must pass a fingerprint-based background check and maintain eligibility to access TXever and other systems of the Texas Department of State Health Services (DSHS), Vital Statistics Unit. Due to Texas DSHS requirements related to system access and Health and Safety Code (HSC) Sec.. 191.071, the following will result in being disqualified for this position: convictions related to Fraud, Theft, Computer Crimes, Perjury/Falsification of Documents, Bribery, Corruption, Abuse of Office or Information, and Crimes Against Children.

• 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 basic accounting principles and practices.
• Knowledge of principles and practices of municipal budget preparation and administration.
• Knowledge of personnel administration principles and procedures.
• Knowledge of purchasing policies and procedures.
• Knowledge of record keeping procedures and practices.
• Knowledge of modern office procedures, methods, and computer equipment.
• Ability to operate a computer keyboard and other basic computer equipment.
• Knowledge of City and departmental policies, procedures, and administrative systems.
• Knowledge of city, state, and federal policies and regulations relating to assigned area of responsibility.
• Knowledge of research and statistical methods.
• Knowledge of principles and practices of organization and public administration.
• Ability to perform responsible and difficult administrative office duties involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to schedule and coordinate projects, set priorities, and adapt to changing priorities.
• Ability to maintain confidential data and information for division, section, or office staff.
• Ability to work independently in the absence of supervision.
• Ability to communicate clearly and concisely.
• Ability to operate a computer keyboard and other basic computer equipment.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work including City officials, management staff, employees, and the general public.