Description :

The Management Assistant performs a variety of administrative and clerical duties necessary to efficiently support a multi-divisional department. 

ESSENTIAL DUTIES 

  • Serve as information and communication manager for the department; plan and schedule meetings and appointments; organize and maintain paper and electronic files; manage projects; conduct research; and disseminate information by using the telephone, mail services, Web sites and e-mail. May also handle travel arrangements.
  • Use of office equipment, such as fax machines, photocopiers, scanners, video conferencing and telephone systems.
  • Create spreadsheets, compose correspondence, manage databases; update social media sites, manage the department website and create presentations, event flyers, reports, and documents using desktop publishing software and digital graphics.
  • Negotiate with vendors, request quotes, draft purchase order and payment requests from the finance department; maintain leased equipment; purchase and manage stocks and supplies for each division.
  • Maintain the fiscal budget for each division within the department and process financial reports on a weekly basis including bank deposits.
  • Review and approve procurement card transactions, department wide, on a monthly basis.  
  • Process Pet Licensing requests from the public.
  • Provide training and department orientation for new staff.
  • Operate and troubleshoot new office technologies. 
  • Advise appropriate staff of impending facility rentals to ensure proper weekend coverage. 
  • Assist with large scale special event planning including vendor contacts, activity research, vendor payments, supply research and ordering, event staffing, event publications and public outreach.
  • Draft proclamations as requested by executive management. 
  • Coordinate meetings and agendas, using a web based program, for the Parks Advisory Board monthly meetings and any additional special meetings.
  • REQUIRED ATTENDANCE:  Monthly Park Advisory Board meetings which occur after normal business hours,   to take meeting minutes.
  • Performs other duties as assigned. 

EDUCATION & EXPERIENCE

  • High School Diploma or GED equivalent
  • 6 months  of experience in an administrative role
  • 6 months customer service experience
  • Must be proficient in Microsoft Office suite.
  • Must be familiar with Twitter, Facebook and other platforms used for the development of departmental programs and events.
  • Must have strong customer services skills and interpersonal skills

Contact : To apply, send resume to: jobs@huttotx.gov 

Deadline for Applying : Open until filled