Description

Under the direct supervision of the Capital Projects Manager, the Senior Administrative Assistant performs complex and administrative duties, including operational functions within the organizational structure to which assigned; and performs related duties as assigned.

To be considered, interested candidates need to apply on the City of Rowlett career page:  https://www.governmentjobs.com/careers/rowlett 

**The City of Rowlett offers a great work/life balance schedule by offering a 4-day work week with normal business hours of 7:30 am - 5:30 pm depending on departmental work schedules. We have great benefit and compensation packages as well as a 7%, 2:1 match TMRS pension. 

Requirements

Essential Job Functions:
 

The Senior Administrative Assistant is responsible for performing a variety of professional duties included but not limited to:

• Managing correspondence, scheduling appointments, arranging meetings, and preparing documents and presentations.
• Assist in the coordination and execution of capital projects by maintaining project schedules, tracking deadlines, and ensuring that all necessary documentation is completed accurately and on time.
• Maintain organized and up-to-date project files, databases, and records, including project budgets, contracts, permits, and other relevant documents.
• Composes office correspondence; arranges and implements as directed, travel, conferences, committee/board meetings etc.
• Serve as a liaison between the Capital Project Manager, internal departments, external stakeholders, contractors, and vendors, ensuring clear and timely communication to facilitate project progress.
• Assist in monitoring project budgets, processing invoices, tracking expenses, and preparing financial reports to ensure that projects stay within budgetary constraints.
• Assists in department budget preparation and monitors budget expenditures and generate reports as needed.
• Identify potential project issues or challenges and proactively work with the Capital Project Manager to develop solutions and mitigate risks.
• Executes assignments utilizing word processing and other automated systems.
• Manages department procurement including general office supplies, processing Accounts Payable transactions; processing Purchasing-Card receipts, and vendor and contract engagement and oversight.
• Answers phone calls for departments and assigned divisional team.
• Assists walk-in customers by providing information as needed to respond to customer requests.
• Special Project coordination for local or regional events including participation and engagement with various community partners.
• Manages and coordinates department association memberships.
• Performs other duties as assigned. Regular, reliable, and non-disruptive attendance is an essential function of this position, as is the ability to create and maintain professional, harmonious working relationships with others.     

Minimum Requirements:

Bachelor’s degree in business administration, Public Administration, Project Management, or a related field (or equivalent work experience). Proven experience in administrative support roles, preferably in a municipal or government setting. Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. Excellent communication skills, both written and verbal, with the ability to interact professionally with stakeholders at all levels.Comprehensive knowledge of Business English, spelling, punctuation and arithmetic; modern office practices and procedures including record keeping methods. Good knowledge of computers and applicable computer software such as Word, Excel and Publisher.

Ability to perform a variety of work assignments, ability to spell with 85% accuracy and type at 50 WPM with 85% accuracy; ability to establish effective working relationships with co-workers and the general public; ability to communicate effectively both orally and in writing. Ability to work well with city staff and elected officials.

 
Other Requirements:
 

Valid driver's license required. Must have and maintain a good driving record in accordance with the driving standards as established by the City of Rowlett. Must report all traffic citations to his/her departmental Director or his/her designee within two working days of receipt. 

Works primarily in a climate-controlled office environment. Physical demands consist of sedentary work and little physical effort working with light, easy to handle (up to 10 lbs.) materials. Work performed may occasionally cause fatigue of eyes and fingers because of fairly continuous use of motor senses in using automated office systems. Requires sitting for long periods of time, manual dexterity and visual acuity in the use of personal computers.