Performs responsible staff work performing varied assignments in relieving a high-level administrator of administrative detail. Performs variety of administrative staff assignments which may not follow a prescribed routine, but rather, consist of general assignments to relieve the administrator of administrative detail and other matters not requiring the administrator's personal attention. Prepares, maintains, and balances financial transactions in one of more functional areas. Prepares or assists in the preparation of complex and involved fiscal and statistical statements and reports. Monitors grants to ensure compliance. Ensures the City, outside contractors, and delegated agencies comply with state and federal guidelines on various projects.
ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
-
Reviews and processes contractors/sub-recipients request for reimbursements.
-
Assists with preparing files for review boards approval and the bidding process.
-
Prepares loan documents and executes closings.
-
Manages delinquent accounts.
-
Inputs and monitors IDIS activities.
-
Assists with sub-recipients remote and/or on-site monitoring.
-
Coordinates and administers an assigned program, project, or function of a department's operations; monitors same for adherence to policy, law, and/or budget; ensures appropriate actions are taken at each phase of completion; ensures program, project, or function adheres to prescribed time schedules.
-
Develops and assists in the development of new methods and procedures for program, project, or functional operations; evaluates methods and recommends modifications as necessary.
-
Develops, prepares, maintains, processes, and distributes various reports, records, legal documents, analysis, and other documents pertinent to the programs or projects smooth operation; ensures same is in compliance with local, state, and federal laws, as well as, contact and program requirements.
-
Relieves an administrative superior of administrative details such as preparing and processing purchase requisitions, preparing billings, and checking operating reports for accuracy and conformance to policy and standards.
-
Assists departments' administrative staff in writing and preparing letters, memorandums, newsletter items, status reports, ordinances, resolutions, and Council communications.
-
Identifies operational or policy or policy problems; collects, analyzes, and prepares recommendations including methods of implementation.
-
Develops, maintains, and updates the department's filing system.
-
Serves as the representative of the program or project as required; attends meetings for various committees or community programs.
-
Receives complaints from the public; works with appropriate department/staff to remedy justified complaints.
-
Explains departmental/program operations to citizens, neighborhood groups, and other interested parties; meets with individuals and groups to discuss same.
-
Coordinates and participates in special projects as directed by supervisor; reviews policies and procedures as directed; interprets guidelines and disseminates information.
-
Assists in maintaining good communication between staff, visitors, and other business contacts.
-
Responsible for reviewing the eligibility and completion of project files for various CD programs.
-
Assists in reviewing applications, contracts, leases, legal instruments, tax statements, and other related documents.
-
Submits eligible applications for funding; follows-up on pending applications and notifies applicants of status; secures additional documentation from applicant as needed.
-
Assists in marketing efforts for the department's program.
-
Prepares requisitions for the purpose of materials, supplies, and services as needed.
-
Handles daily payments, receipts, and cash deposits to comply with the City's Cash Handling Policy.
-
Must follow all rules of telephone courtesy in all telephone communications.
-
Will be required to drive a City vehicle for City business only.
-
Performs other duties as assigned.
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
-
Knowledge of practices of community assistance organizations and of project planning and development.
-
Knowledge of modern office administration, methods, procedures, and equipment.
-
Knowledge of the methods and practices of assembling, analyzing, and presenting statistical data.
-
Knowledge in the application of basic accounting principles necessary to accomplish financial management tasks.
Skills and Abilities:
-
Ability to exercise considerable judgement and initiatives.
-
Ability to establish and maintain effective public relations.
-
Ability to coordinate the efforts of various agencies and interests for a common goal.
-
Ability to maintain good planning and organizational skills.
-
Ability to use computer hardware, various software programs, and technologies, including word processing and spreadsheet programs.
-
Ability to speak before public groups and make presentations.
-
Ability to understand and perform all City's Cash Handling Policy procedures.
-
Ability to take and follow directions from supervisor.
-
Ability to perform strenuous and routine work.
-
Ability to maintain a valid Texas Drive License and a good driving record.
-
Ability to maintain harmonious and effective working relationships with other employees and respond to general public complaints.
-
Ability to project a positive and professional image of the City of Laredo.
-
Ability to effectively communicate both orally and in writing in the English language and orally in the Spanish language.
-
Ability to comply with all City of Laredo policies and procedures.
-
Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of the position.
WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS
Physical Effort Requirements
Position will have the following exposures
-
Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
-
Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
-
Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
-
Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
-
Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.
Work Environment Locations
Position will require the employee to work in the following types of work environments
Seldom
-
Confined space
-
Warehouse environment
Sometimes
-
Outdoor environment
-
Street environment (near moving traffic)
-
Construction site
-
Vehicles
Often
-
Office or similar indoor environment
Exposures
Position will require the employee to be exposed to the following environmental elements
Seldom
-
Individuals who are hostile or irate
-
Individuals with known violent backgrounds
-
Extreme cold (below 32 degrees)
-
Communicable diseases
Sometimes
-
Extreme heat (above 100 degrees)
-
Communicable diseases
-
Moving mechanical parts
-
Fumes or airborne particles
-
Toxic or caustic chemicals or substances
-
Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)
Travel
Position will require the employee to travel
Never:
Seldom:
-
Regional travel
-
National travel
Sometimes:
Required Licenses or Certifications
-
Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.
As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.
Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.
Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.
A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.
City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.
