Administrative Assistant

Administrative Assistant IIThis position will remain open until filled, with applications reviewed on an ongoing basis. This job posting may be removed at any time without prior notice. Interested applicants are encouraged to apply as soon as possible for full consideration. Our Core Values We LOVE DeSoto L- We lift up our community O- We take ownership of our collective performance V- We value and respect all employees E- We empower employees to grow Specific Duties and Responsibilities Provides primary administrative support to the Operations Manager and designated supervisors; organizes schedules, meetings, deadlines, correspondence, files, and routine follow-up items. Receives screens, documents, and routes telephone calls, emails, visitors, citizen concerns, and internal requests; provides accurate general information and refers to technical or policy matters to the appropriate staff member. Receives and enters service requests and work-order information in the City's designated systems; assigns or routes requests as directed; tracks status, due dates, and supporting documentation; and prepares open, completed, and aging-work reports. Prepares, proofreads, formats, and distributes letters, memoranda, notices, forms, meeting materials, standard operating procedures, reports, presentations, and other departmental documents. Supports the Director's Office with administrative work related to the Operations Division and the department, including assistance with the department's monthly bulletin, workshops, flyers, public meetings, and other departmental programs and communications. Supports purchasing and accounts-payable activities by preparing requisitions and payment requests; verifying invoices, purchase orders, account numbers, receiving documentation, and approvals; maintaining transaction records; and coordinating corrections with staff, vendors, Purchasing, and Finance. Maintains division records in accordance with City policies and records-retention requirements, including service requests, contracts, quotes, invoices, purchase records, training documents, vehicle and equipment records, facility records, and project files. Assists with budget administration by gathering cost information, maintaining expenditure and purchase-order tracking logs, identifying incomplete documentation or potential discrepancies, and preparing routine budget-status information for management review. Coordinates meetings, training sessions, interviews, and departmental events by scheduling dates and rooms, notifying participants, preparing agendas and materials, arranging supplies or refreshments, and documenting action items when requested. Serves as the department's designee for media spots concerning infrastructure repair, maintenance, and reconstruction. Prepares and communicates the department's infrastructure-related media content; coordinates with all applicable divisions and departments; and follows each item through final publication of flyers and notices on the City's communication channels. Supports vendor and contractor administration by requesting and organizing quotes, insurance certificates, vendor forms, contact information, schedules, access needs, and closeout documentation; follows up on missing items as directed. Compiles operational data and prepares recurring and special reports, including service-request metrics, work activity summaries, purchasing status, project updates, staffing or training records, and other performance information. Processes incoming and outgoing mail, maintains office supplies and inventories, coordinates document reproduction and distribution, and performs other routine clerical functions necessary for efficient office operations. Handles sensitive personnel, financial, operational, and citizen information with discretion and maintains confidentiality in accordance with City policy and applicable law. Coordinates administrative matters with Human Resources, Finance, Purchasing, Information Technology, Police, Fire, Parks and Recreation, Engineering, and other City departments as needed. Provides administrative coverage and support during emergencies, special events, severe-weather operations, or other operational needs, which may occasionally require work outside normal business hours. Performs other assigned duties consistent with the purpose and level of the position.