Administrative Assistant

The City of Katy is seeking an Administrative Assistant to provide support to the City of Katy Police Department.

SUMMARY: Performs various administrative and clerical tasks that provide support to assigned Department.

Maintains accurate records, manages correspondences and reports, and orders Department supplies.

EXAMPLES OF ESSENTIAL DUTIES: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.

This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required.

The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Essential duties and responsibilities may include, but are not limited to, the following: Maintains a variety of files and documents; prepares correspondence, reports, and memoranda for department heads; receives and screens incoming phone calls; directs calls to appropriate parties as needed.

Schedules conferences, meetings, and appointments; reserves conference rooms; prepares meeting agendas; records meeting minutes; makes travel arrangements for Department heads as needed.

Manages weekly time sheets for Department staff; calculates vacation, sick, and comp time; prepares employee documentation for new, current, terminated, and retired employees; prepares recruitment requests; schedules the new hire process.

Assists in departmental budget preparation; prepare various department reports; coordinate programs and events; may update department web page and social media sites.

Orders office supplies; scans and enters documents into records system; prepares paperwork; may notarize documents.

Oversees Department purchasing tasks; manages supply inventory; contacts vendors; prepares and types requisitions; prepares invoices for payments; maintains all purchasing records.

Provides general customer service; answers incoming phone calls and inquiries from the public and other City staff; transfers calls as appropriate; greets and directs walk-in customers.

Collects and maintains daily payments; balances and maintains a cash drawer; oversees customer accounts; prepares daily deposits.

Performs other duties as required.

MINIMUM QUALIFICATIONS: Education, Training and Experience Guidelines: High school diploma or equivalent; AND three (3) years of progressively responsible secretarial and customer service experience; OR an equivalent combination of education, training, and experience.

Knowledge of: Department policies and procedures.

General office and administration procedures.

Accounting principles, practices, and procedures.

Basic bookkeeping methods, practices, and procedures.

Skilled in: Establishing and maintaining effective working relationships.

Operating a personal computer, standard software, and general office equipment.

Communicating clearly, both orally and in writing.

Maintaining records and filing systems.

LICENSE AND CERTIFICATION REQUIREMENTS: Additional licenses and certifications may be required depending on area of assignment.

A valid State Driver's License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment.

Full Time