Administrative Professionals

Job SummaryThe 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) Some of the available positions are "grant-funded", therefore unclassified and have no disciplinary appeal rights to the Municipal Civil Service Commission. These positions are likewise subject to at-will employment status and can be terminated at any time for any reason. Work Location Varies based upon assigned department. Work Schedule Varies based upon assigned department. Essential Job FunctionsAdministrative 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. Administrative Assistant I: 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. Administrative Assistant II: 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. Senior Administrative Assistant: 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. All Positions: 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 RequirementsAdministrative 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 Administrative Assistant I: 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. Administrative Assistant II: Two (2) years of college from an accredited college or university. Two (2) years of general office or administrative experience. Senior Administrative Assistant: Associate's degree from an accredited college or university. Three (3) years of increasingly responsible administrative experience. All Positions, Department Specific Requirements: 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: Applicant