Position Description

The City of Sugar Land is seeking a part-time Administrative Assistant, in the Department of Innovation.

Why Should You Join Our Team?
We are a full-service municipality located approximately 20 miles southwest of downtown Houston that invests in our team and offers real opportunities for career growth. We pay our part time Administrative Assistants a starting hourly rate of $15 , depending on your qualifications.

If we have your attention… Please. Continue. Reading!

About the City of Sugar Land
The City of Sugar Land, a municipality with a population of 111,026, provides the highest quality of affordable services to meet the needs of its residents. Master-planned communities and welcoming neighborhoods enhance home values and create a sense of belonging. The community offers outstanding schools, libraries, parks, museums, restaurants, entertainment venues, and other resources that make Sugar Land a great place to work, live and raise a family. Sugar Land's aggressive economic development program has created a business-friendly environment, and numerous high-profile regional and international corporations have chosen Sugar Land as their corporate home. Sugar Land is also home to an award-winning regional airport and multiple civic organizations for those interested in the community and government.

We are proud to have been named one of the Top 50 places to live in the United States by The Press of Atlantic City and the Top 25 Best Places to Live for Families by Fortune Magazine. We hire people based on their potential, not just their experience. We have an informal work environment but are serious about what we do. We believe that happy, diverse and talented employees add value to the City. We do our best to hire friendly, professional people who work hard and play well with others. We also promote a healthy work-life balance and personal development.

Are we the right fit for YOU?

The Administrative Assistant to be responsible for handling administrative tasks for both of our fast paced, collaborative, team-oriented Departments. The position will provide support and assistance to the Department of Innovation by performing a wide variety of administrative tasks, including phone and email communications, greeting visitors, document updates, scheduling, data entry, purchases and contracts to ensure department objectives are achieved efficiently and timely.

Ask yourself: Do you enjoy working with people? Are you highly motivated and a self-starter? Can you manage your time well and prioritize multiple tasks effectively? If so, please consider applying for the Administrative Assistant position today!

Summary of Duties

As an Administrative Assistant, you will:

• 
  Perform general office administrative job functions and errands, including purchasing and picking up items from offsite locations.
• Maintain supply room in an organized and cleanly manner.
• Initiate and route contracts.
• Organize travel by booking accommodation and reservation needs as required.
• Create, maintain, and enter information into documents and systems.
• Handle incoming calls and other communications, i.e. Innovation main line and email.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Responsible for scheduling calendar for Innovation suite space.
• Sets and monitors staff schedules by arranging appointments and preparation of meetings.
• Order and set up of food and refreshments for meetings, receptions and special events, maintaining of supplies, and processing of related purchase orders.
• Handle sensitive information in a confidential manner.
• Process department mail pickup and delivery.
• Responsible for processing payroll timesheets.
• Responsible for processing department P-Card reconciliations.
• Maintain departmental budget; assist with budget trend analysis; and budget planning.
• Required to work as an essential employee before, during and after an emergency or disaster, whether natural or acts of war.
• Stay abreast of, and comply with, all City and departmental policies and procedures.
• Perform all other duties, special tasks and responsibilities as directed.

The ideal candidate must be extremely organized and have strong communication skills that upholds professionalism and shows initiative. In addition, strong attention to detail and ability to work in a fast-paced environment is critical for success in the role, We are looking for someone who can maintain a high level of confidentiality and ensure all administrative assistant duties are completed accurately and delivered with high quality in a timely manner.

Minimum Qualifications

Formal Education:

• 
  High school diploma or equivalent GED supplemented with course work in technology, business, and marketing, typing, personal computer operations.
• Some college and/or continuing education coursework is desirable.

Relatable Work Experience:

• One year of secretarial/administrative experience required.
• Previous work experience in a municipality is preferred.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Proficient in MS Office
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems

Training (License and/or Certification):

• Valid Texas Driver’s License.

Additional Information