What are the responsibilities and job description for the Senior Administrative Assistant position at The Woodlands Township?
Summary of Duties: Perform a wide variety of administrative, office management, customer service-related duties, and support to the assigned department. Duties include but not limited to clerical, customer service, scheduling, reporting, mail distribution, and invoice processing.
Essential Duties And Responsibilities
Education: Associate degree (A. A.) or equivalent from two-year College or technical school.
Experience: Three (3) years of related experience and/or training; or equivalent combination of education and experience.
Licenses And Certifications
Preferred Candidate
Essential Duties And Responsibilities
- Provide a high level of customer service to internal and external customers by answering questions and providing information on matters related to the assigned department.
- Independently perform office support duties for the department including maintain files, route incoming and outgoing mail, make copies, send faxes, printing labels, and other miscellaneous administrative support activities.
- Greet visitors and direct them to appropriate area or person or handles personally.
- Route incoming mail. Locates and attaches appropriate documents and routes to appropriate staff.
- Composes routine correspondence. Prepare outgoing correspondence and information packets.
- Prepares departmental reports and presentation materials as requested.
- Organizes and maintains department office supply, printed material inventory and other required departmental materials.
- Attends a variety of meetings related to departmental and interdepartmental activities and programs.
- Maintains records and develops tracking systems for activities specific to the department.
- Monitor invoices and budget tracking; reconcile petty cash.
- Recommend improvements in workflow, procedures and use of equipment and forms.
- Perform special projects for management staff, either conducted within the department or interdepartmentally. Conducts research, assesses and evaluates findings, and present findings to management. Identifies resource needs and develops action plan; set up plans and procedures for achieving objectives.
- Performs other duties as assigned.
- Preparing and routing invoices and/or purchase orders for processing or payment.
- Assists in the organization and ordering of materials for common use spaces such as the kitchen’s, copy rooms, and open workspaces.
- Greets customers and residents that enter through the front doors; occasionally required to process credit card payments for goods and services specific to various departments.
- Reports to Parks Superintendent, but also offers support to other departments and managers as needed.
- Assists in the preparation of Project packets, bids, and contracts; Intermittently assists in accepting of bids from vendors for projects and contracts as needed.
- Maintains, tracks, and processes documents and information related to fleet and fuel maintenance and inventory including but not limited to mileage, fuel usage, and repairs.
- Assists in tracking fleet inspections and maintains record keeping; provides notifications to various departments for services or inspections needed.
- Provides record keeping of services and invoices provided by vendors and contractors that pertain to managing the budget.
- Maintains water well reports and inputs usage into programs.
- Assists in ordering office supplies, materials, person protective equipment, and other miscellaneous requested items from staff members.
- Assists in creating and processing work orders and 311. At various times, may provide support of the resident care center during the event of a catastrophe or disaster.
- Provides assistance in resident contact for mailers, door tags, and phone or email communications.
Education: Associate degree (A. A.) or equivalent from two-year College or technical school.
Experience: Three (3) years of related experience and/or training; or equivalent combination of education and experience.
Licenses And Certifications
- Must possess a Texas driver’s license within the first ninety (90) days of employment and meet the driver safety policy requirements.
Preferred Candidate
- Advanced knowledge of Tyler Technologies
- Intermediate to Advance skills with MS Office - Excel.
- Contract and Bid process.
- Bi-lingual Spanish.
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