Senior Administrative Assistant, Galveston, Texas

Created 11/01/2022
Reference 573428
Job type Full Time
Country United States
State Texas
City Galveston
Salary $41,810 - $62,716

Job Description
Under limited supervision, performs various advanced staff support activities for the Information Technology Department reporting to the Executive Director of the department. This level is distinguished by greater work variety, complexity and operational freedom as well as significant program administration responsibilities.
ESSENTIAL FUNCTIONS : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
  • Performs procurement and purchasing activities; creates requisitions; monitors purchase orders; obtains vendor quotes; interacts with and resolves regarding issues or problems with vendors;
  • Collaborate with the IT team to prepare contracts and statements of work for the acquisition of hardware, software, and professional services;
  • Collaborate with other City departments on the management and tracking of vendor contracts and technology purchases;
  • Communicate with vendors to obtain quotes, follow-up on actions, and resolve issues;
  • Create PowerPoint presentations, Excel spreadsheets and Word documents in support of the department;
  • Build professional, effective working relationships and maintain a comprehensive awareness of the organization and business unit needs;
  • Assist with the tracking and maintenance of technology assets inventories, warranties, vendor management, and contracts;
  • Provide helpdesk support as needed;
  • Prepares reports related to budget development/administration and monitors budget expenditures;
  • Maintains various contract documents; distributes contract documents to contractors
  • Assist with the preparation of staff reports;
  • Prepares various complex reports; compiles data; provides various analyses;
  • Conducts research for various projects and/or special assignments;
  • Participate in financial, accounting and budgeting activities; prepares budget transfers; resolves discrepancies on receipts and invoices; prepares payment vouchers;
  • Answers incoming phone calls; provides information and/or routes calls to appropriate staff member;
  • Receives and distributes inter-office and postal mail;
  • Orders office supplies, materials and equipment;
  • Participates in special event preparations;
  • Acts as the primary back up for the City’s mail runner position; this position is responsible for picking up and distributing interoffice communication and mail to all city facilities; Manages the postage machine and monitors postage levels;
  • Manages and completes the printing of various financial documents and coordinates other printing needs throughout the city;
  • Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information;
  • Performs other duties as required or assigned.
Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.
KNOWLEDGE AND SKILLS:
Knowledge:
  • City organization, operations, policies, and procedures.
  • Principles and practices of project management.
  • Business and personal computers, and spreadsheet software applications.
  • City organization, operations, policies, and procedures.
  • City codes.
  • Principles and practices of modern office systems.
  • Records retention principles and practices.
  • Principles and practices of customer service.
  • Principles and practices of project management.
  • May require knowledge of contract administration.
  • May require knowledge of payroll processing.
  • require knowledge of procurement/purchasing activities.
  • Business and personal computers, and spreadsheet software applications.
Skill in:
  • Handling situations requiring diplomacy, fairness, firmness and sound judgment.
  • Providing efficient customer service.
  • Understanding and applying City policies and procedures.
  • Operating various light and heavy motorized equipment and vehicles.
  • Establishing and maintaining cooperative working relationships with all levels within the City.
  • Communicating effectively verbally and in writing.
MINIMUM QUALIFICATIONS:
Associates Degree AND three years’ experience working with and in an Information Technology environment OR an equivalent combination of education and experience
LICENSE AND CERTIFICATION:
Valid Texas driver’s license.

Closing Date/Time: January 31, 2023 at 11:59 PM CST
Employer City of Galveston, TX

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