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Job Details

Executive Assistant

Location
San Benito, TX, United States

Date Last Verified
Sep 09, 2023

Posted on
Sep 06, 2023

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Wed, 06 Sep 2023 14:46:10 -0600
$13.00 - 16.00 Hourly, D.O.E. Executive Assistant:
General Responsibilities: Under the supervision of the City Manager or Designee, the Executive Assistant has the direct responsibility of providing administrative support to Administration.
Duties include, but not limited to, the following:
Prepare correspondence, reports, and materials for publications and presentations.
Arranges and coordinates travel schedules and reservations.
Ability to make travel arrangements.
Maintain the City Manager’s calendar.
Set-up and coordinate meetings and conferences.
Create, transcribe, and distribute meeting agendas and minutes.
Answer high volume of inbound calls and answers and maintains a swift response in accordance with agreed standards.
Meet and greet clients and visitors.
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
Maintain hard copy and electronic filing system.
Understanding and responding effectively and clearly to addressed requests in person or over the phone, and to written or verbal instructions.
Maintaining regular consistent attendance, personal appearance, and punctuality.
Establishing and maintaining efficient working relationships with supervisors, co-workers, and the clients.
Pursuing personal development of knowledge and skills required for the efficient performance of the job role.
Conducts research, and compiles and types statistical reports.
Orders and maintains supplies and arranges for equipment maintenance.
Skill Requirements:
Time Management -- Managing one's own time and the time of others.
Mathematics -- Using mathematics to solve problems.
Reading Comprehension -- Understanding written sentences and paragraphs in work related documents.
Active Listening -- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Active Learning -- Understanding the implications of new information for both current and future problem-solving and decision-making.
Judgment and Decision Making -- Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Critical Thinking -- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Learning Strategies -- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
Problem Sensitivity -- The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Clerical -- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Customer and Personal Service -- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Impressive telephone etiquette.
Great communication skills as well as ability to work with others in close manner.
Exceptional computer skills, good organizing and planning skills.
Able to deliver excellent customer service, externally and internally.
Able to react effectively and calmly in emergencies.
Able to maintain confidentiality.
Desired Minimum Qualifications:
High School diploma or GED required.
Associate’s Degree or Bachelor’s in Business Administration preferred
3 – 5 years of Secretarial experience required; local government preferred.
3 – 5 years of customer service experience preferred.
Knowledgeable in Microsoft Office programs.
Current Texas Driver’s license.
Working Qualifications and Capabilities: Work is performed in an office setting. The following physical capabilities are required:
Hand-eye coordination and fine manipulation skills to operate computers and various office machinery
Good listening skills
Ability to occasionally lift up to 50 pounds
Ability to attend evening and weekend meetings
Ability to sit for long periods
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
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