Administrative Assistant, 205, Accounting
City of Laredo, Laredo, TX, United States
Administrative Support
Provides office support to one or more City departments. Assists with payroll and budget processes, maintains personnel files, and conducts general administrative duties to maintain office productivity.
Essential Duties and 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.
Manages and processes payroll for the department; ensures proper documentation is processed and submitted in a timely manner.
Oversees purchasing for the department; contacts vendors, prepares requisitions, and processes purchase orders.
Assists with hiring process by opening requisitions for job postings, scheduling interviews, and recommending applicants upon selection.
Prepares and processes travel for the department when needed.
Assists with department call center and provides customer service. Assists employees with inquiries regarding HR policies and procedures.
Performs bookkeeping functions, including recording financial transactions, managing accounts receivable and accounts payable, and preparing necessary documentation for transfers. Maintains department's petty cash, distribution, and inventory of assets; prepares and maintains reports and records.
Assist in budget preparation and reporting.
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:
Cash handling, accounting, and record keeping
City of Laredo policies, procedures, and processes
Modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400
English grammar, spelling, and punctuation
Methods and practices of assembling and analyzing data
Skills and Abilities:
Planning, organization, and time management
Customer service delivery
Performing a variety of duties, often changing from one task to another of a different nature
Maintaining attention to detail
Maintaining records, assembling and organizing data, and preparing report
Building and maintaining effective working relationships with others.
Communicating clearly and effectively both orally and in writing.
Maintaining good planning and organizational skills.
Taking and following directions from supervisor.
Giving directions to and gaining compliance from assigned staff.
Performing strenuous work and routine work.
Maintaining a valid Texas Driver License and a good driving record.
Projecting a positive and professional image of the City of Laredo.
Effectively communicating both orally and in writing in the English language and orally in the Spanish language.
Complying with all City of Laredo's policies and procedures.
Maintaining 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 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
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, confined space
Sometimes: Outdoor environment, warehouse environment
Frequently: Vehicles
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), communicable diseases, moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals or substances, loud noises (85+ decibels such as heavy trucks, jack hammers, construction)
Seldom: Individuals who are hostile or irate, extreme heat (above 100 degrees)
Travel Position will require the employee to travel:
Never: International travel
Seldom: Regional travel, national travel
Frequently: Local travel
Minimum Qualifications
Required Education and Experience
Associate's degree or 60 completed college hours from an accredited* college or university in Public Administration, Business Administration or related field
At least five (5) years of experience in advanced administration support
*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.
Provides office support to one or more City departments. Assists with payroll and budget processes, maintains personnel files, and conducts general administrative duties to maintain office productivity.
Essential Duties and 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.
Manages and processes payroll for the department; ensures proper documentation is processed and submitted in a timely manner.
Oversees purchasing for the department; contacts vendors, prepares requisitions, and processes purchase orders.
Assists with hiring process by opening requisitions for job postings, scheduling interviews, and recommending applicants upon selection.
Prepares and processes travel for the department when needed.
Assists with department call center and provides customer service. Assists employees with inquiries regarding HR policies and procedures.
Performs bookkeeping functions, including recording financial transactions, managing accounts receivable and accounts payable, and preparing necessary documentation for transfers. Maintains department's petty cash, distribution, and inventory of assets; prepares and maintains reports and records.
Assist in budget preparation and reporting.
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:
Cash handling, accounting, and record keeping
City of Laredo policies, procedures, and processes
Modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400
English grammar, spelling, and punctuation
Methods and practices of assembling and analyzing data
Skills and Abilities:
Planning, organization, and time management
Customer service delivery
Performing a variety of duties, often changing from one task to another of a different nature
Maintaining attention to detail
Maintaining records, assembling and organizing data, and preparing report
Building and maintaining effective working relationships with others.
Communicating clearly and effectively both orally and in writing.
Maintaining good planning and organizational skills.
Taking and following directions from supervisor.
Giving directions to and gaining compliance from assigned staff.
Performing strenuous work and routine work.
Maintaining a valid Texas Driver License and a good driving record.
Projecting a positive and professional image of the City of Laredo.
Effectively communicating both orally and in writing in the English language and orally in the Spanish language.
Complying with all City of Laredo's policies and procedures.
Maintaining 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 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
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, confined space
Sometimes: Outdoor environment, warehouse environment
Frequently: Vehicles
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), communicable diseases, moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals or substances, loud noises (85+ decibels such as heavy trucks, jack hammers, construction)
Seldom: Individuals who are hostile or irate, extreme heat (above 100 degrees)
Travel Position will require the employee to travel:
Never: International travel
Seldom: Regional travel, national travel
Frequently: Local travel
Minimum Qualifications
Required Education and Experience
Associate's degree or 60 completed college hours from an accredited* college or university in Public Administration, Business Administration or related field
At least five (5) years of experience in advanced administration support
*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.