City of San Antonio is hiring: Senior Executive Secretary in San Antonio

Senior Executive Secretary at City of San Antonio

Job Summary

Under direction, responsible for performing a variety of highly responsible and complex secretarial and administrative duties for the Office of the City Clerk. Provides general information and assistance to the public. Working conditions are primarily inside an office environment. May exercise functional supervision over assigned staff.

Work Location

City Tower, 100 W. Houston Street, San Antonio, Texas 78205

Work Hours

8:00 a.m. - 5:00 p.m. Monday-Friday

Essential Job Functions

• Performs a wide variety of complex and responsible secretarial and administrative duties for the Office of the City Clerk.
• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; and resolves citizen concerns and complaints.
• Interprets policies, procedures, laws, and regulations in response to inquiries and complaints; and refers inquiries as appropriate.
• Initiates and maintains a variety of files and records for information related to the assigned office; and maintains manuals and updates resource materials.
• Prepares and maintains accurate records of personnel related paperwork, including requests for leave, changes of status, and personnel requisitions; assists in the preparation of employee performance appraisals; and prepares payroll.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements; maintains appointment schedules and calendars; and arranges meetings, conferences, and civic functions.
• Researches, compiles, and analyzes data for special projects and various reports.
• Orders and maintains office supplies.
• Monitors fax and copier machines and printers and recommends and arranges necessary maintenance.
• May receive and process monthly billings from the general accounting office.
• May take minutes during various board, commission, or committee meetings.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency). An Associate's Degree is highly desirable.
• Four (4) years of increasingly responsible secretarial and clerical experience, including two (2) years of word processing or other computer experience.

Preferred Qualifications

• Experience in supporting executive level personnel calendars and support duties.
• Experience in working with Mayoral, City Council and Executive Leadership staff in the coordination of meetings and preparation of documents.
• Experience in the coordination with travel and associated processes.
• Ability to obtain Notary Public within 30 days of hiring.

Knowledge, Skills, and Abilities

• Knowledge of English usage, spelling, grammar, and punctuation.
• Knowledge of modern office procedures, methods, and equipment.
• Knowledge of business letter writing and basic report preparation.
• Knowledge of principles and procedures of record keeping.
• Knowledge of principles and methods of note taking.
• Knowledge of basic mathematics principles.
• Skill in utilizing a personal computer and associated software programs.
• Knowledge of basic procedures and techniques of budget preparation and accounting.
• Ability to operate a computer keyboard and other basic office equipment.
• Ability to perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Ability to compile and maintain complex and extensive records and prepare routine reports.
• Ability to maintain confidential data and information for executive and administrative staff.
• Ability to independently prepare correspondence and memorandums.
• Ability to schedule and coordinate projects; set priorities; and adapt to changing priorities.
• Ability to research, analyze, and summarize data.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain effective working relationships with those contacted in the course of work, including City officials, management, staff employees, and the general public.

Benefits Information

The City of San Antonio (CoSA) offers a competitive compensation and benefit package, including subsidized health care benefits for active and retired employees, paid disability benefits, paid life insurance, and automatic participation in a pension program currently matched two to one. For more detailed information, please view Benefits offered by the City of San Antonio: http://www.sanantonio.gov/hr/employee_information/benefits/index.asp

Note

• Part-Time, Temporary, and non-City positions are not eligible for CoSA Benefits.
• Holiday and Leave benefits for Pre-K 4 SA positions may differ from the above link.

Applicant Information

• Applicants may substitute two years of related full-time experience for one year of higher education, or one year of higher education for two years of experience, to meet minimum requirements.
• Applicants selected for employment must receive satisfactory results from pre-employment drug testing and background checks. Additional checks may be conducted if required.
• Military service can be used to meet experience requirements with a DD‑214.
• Official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing.

Additional Information

The City Of San Antonio is an Equal Opportunity/Reasonable Accommodation Employer. This means that the City does not discriminate on the basis of race, religion, sex (gender), age, disability, national origin, genetic information, or sexual orientation. All individuals are encouraged to apply and compete for jobs with the City of San Antonio. If you require assistance at any stage of the application process due to a disability, please contact the Human Resources Department at 210‑207‑8705 or 210‑207‑2285.