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City of Lubbock · 1 week ago

Administrative Assistant (Police Communication Center)

Lubbock, TX

Full-time

Onsite

Mid Level

3+ years exp

City of Lubbock is seeking an Administrative Assistant for their Police Communication Center. The role involves performing a wide variety of clerical and secretarial duties, including composing documents, scheduling appointments, and maintaining department records.

AssociationCommunitiesGovernmentInfrastructure

Responsibilities

Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes

Utilize a variety of computer software to produce documents which may include or incorporate text, tables, and graphics

Take and transcribe minutes from various meetings

Greet visitors by phone and in person and ascertain nature of business, provide assistance or referral, and explain policies and procedures

Schedule appointments and maintain a calendar

Open, review, and route mail according to contents

Arrange conferences and meetings by compiling agendas and support materials, distributing materials, and set-up meeting room and refreshments

Make travel arrangements and reservations

Maintain department files and records

Compile information from records and prepare reports

Prepare vouchers to pay department expenses, maintain office supplies, maintain a cash fund

Prepare and maintain personnel records including personnel action forms and timesheets, prepare and submit records required for payroll processing, review payroll records for accuracy and compliance with policies, input time records for biweekly payroll

Review and proofread correspondence, memos, and reports to ensure accuracy and correctness

Perform related duties as required

Qualification

Secretarial experienceOffice practicesComputer/word processingPersonnel recordkeepingFinancial recordkeepingPublic contact etiquetteGrammarSpellingTranscription skillsEffective communicationIndependent work

Required

Completion of a high school diploma or the equivalent with an additional three to six years of increasingly responsible secretarial experience; or any combination of relevant education and experience which provides the following:

Valid Current Driver's License

Knowledge of office practices and procedures

Knowledge of the organization, function, and policies of the department

Knowledge of general knowledge of municipal government organization and services

Knowledge of personnel and financial recordkeeping

Knowledge of computer principles and procedures

Knowledge of proper public contact and telephone etiquette

Ability to spell and use correct grammar

Ability to prioritize and schedule work to meet deadlines

Ability to transcribe material from a dictaphone system

Ability to communicate effectively with others

Ability to work independently in the absence of specific instructions