Administrative Assistant - job 1 of 3

The Administrative Assistant at the City of Fort Worth plays a vital role in supporting the Property Management Department. Key responsibilities include assisting with human resource coordination, managing payroll and timekeeping processes, onboarding new hires, and performing various clerical tasks efficiently. The position is focused on providing exceptional customer service and ensuring smooth operations across multiple divisions.

To qualify for the Administrative Assistant role at the City of Fort Worth, candidates must have an Associate’s degree in fields such as Business Management or Public Administration, along with four years of valuable clerical and administrative experience. Preferred qualifications include strong customer service skills, experience with human resource activities, and proficiency in Microsoft Office tools, particularly PeopleSoft.

As an Administrative Assistant at the City of Fort Worth, you will be rewarded with a robust benefits package that includes 11 paid holidays, medical, dental, and vision insurance, paid time off, a pension plan, and access to professional development opportunities. These benefits further enhance your work-life balance while contributing to a rewarding career.

While not mandatory, having working knowledge of PeopleSoft Human Capital Management and Payroll systems is preferred for the Administrative Assistant position at the City of Fort Worth. This experience can significantly benefit your ability to manage payroll and other human resource-related tasks effectively.

The City of Fort Worth strongly promotes diversity in its workforce. The hiring process for the Administrative Assistant role is designed to be inclusive, focusing on skills and experiences while ensuring compliance with Equal Employment Opportunity guidelines. The city is committed to creating an inclusive environment where all individuals have equal chances to contribute.

When prioritizing tasks, I first assess deadlines and urgency. I often create a to-do list, categorizing tasks by priority level. Communication is key, so I ensure to check in with my supervisors regularly to align on priorities, ensuring I meet the department's goals efficiently.

I have worked closely with payroll systems, verifying employee hours and ensuring accurate compensation. I make it a point to stay organized and have developed a checklist to double-check timekeeping entries, which minimizes errors and enhances productivity.

Handling difficult customer inquiries requires a blend of empathy and problem-solving. I would listen actively to the customer's concerns, maintain a calm demeanor, and assure them that I'm here to help. I would gather the necessary information and either provide a resolution or escalate the issue to the appropriate division, ensuring timely follow-up.

In assisting with onboarding, I would prepare welcome materials, schedule training sessions, and ensure that all necessary paperwork is completed. I would also introduce new hires to their team members, helping them acclimate to the work environment and answer any questions they may have.

I am proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. Additionally, I have experience with PeopleSoft and various payroll systems, which enhances my capabilities in supporting departmental functions efficiently.

I would manage competing deadlines by gaining a clear understanding of each division's needs and timelines. I would communicate openly with team members to negotiate deadlines when necessary, ensuring that I manage expectations while maintaining quality work.

To create effective documentation and reports, I follow a structured approach: I start with an outline to organize the information, ensure clarity by using concise language, and employ data visualization tools when necessary for readability. I always review my reports before submission for accuracy.

To maintain confidentiality, I follow strict data protection protocols. This includes limiting access to sensitive information only to authorized personnel and utilizing secure storage solutions. I understand the importance of protecting personal data and adhere to all relevant compliance standards.

In a previous role, our team underwent an unexpected software change that required quick adaptation. I embraced the challenge by utilizing available training resources, assisting teammates, and becoming a liaison for support. This approach not only streamlined the transition but also enhanced team productivity.

I am motivated by the opportunity to support my team and contribute to the organization’s success. I find fulfillment in being the go-to person for solutions and facilitating smooth operations. The variety of tasks keeps me engaged and allows me to continually learn and grow in my role.