Administrative Assistant - job 4 of 8

As an Administrative Assistant at the City of Fort Worth, your primary responsibilities include providing comprehensive administrative support to the Administrative Services Coordinator and the Development Services team. This involves coordinating the hiring process, onboarding new staff, acting as the timekeeper for over 200 employees, and developing standard operating procedures for your duties. You'll also handle various clerical tasks, maintain organization charts, and generate reports as requested.

To be considered for the Administrative Assistant role with the City of Fort Worth, applicants should possess an associate’s degree in Business Management or a related field and have at least four years of clerical and administrative experience. Preferred qualifications include experience with PeopleSoft HCM, municipal experience, and proficiency in Microsoft Office software. Certifications like aPHR/PHR or SHRM-CP are a plus.

The City of Fort Worth provides a comprehensive benefits package for Administrative Assistants, including 11 paid holidays, medical, dental, and vision insurance, pension plans, and opportunities for professional development. With such competitive benefits, the City ensures that employees are well-supported in their personal and professional lives.

While previous municipal experience is preferred for the Administrative Assistant position at the City of Fort Worth, it is not strictly required. Candidates with relevant administrative experience or those who demonstrate strong organizational and interpersonal skills may still be considered for the role.

Administrative Assistants at the City of Fort Worth work in typical office conditions, which generally involve spending most of the time seated with frequent use of office equipment. The role does not involve exposure to extreme temperatures or outdoor conditions, ensuring a comfortable working environment.

To effectively prioritize tasks as an Administrative Assistant, I categorize items based on urgency and importance, often using tools like to-do lists or project management software. I ensure that critical deadlines are met while maintaining flexibility for any urgent requests from my supervisor or colleagues.

Certainly! In my previous roles, I have been responsible for coordinating all aspects of hiring, from posting job openings to screening applicants and guiding them through the onboarding process. I find it fulfilling to facilitate an efficient hiring journey while ensuring all parties comply with necessary procedures.

I am proficient in a variety of software tools crucial for the Administrative Assistant role, including Microsoft Office Suite (Word, Excel, Outlook) as well as PeopleSoft HCM for payroll and timekeeping. I believe that leveraging the right technology enhances productivity and streamlines administrative duties.

Handling confidential information is paramount in any administrative role. I always ensure that sensitive data is accessed only by authorized personnel and properly secured. I adhere to privacy policies and guidelines, and I'm careful to communicate confidential information in a discreet manner.

To develop process guides and Standard Operating Procedures (SOPs), I first gather insights into existing procedures through observation and interviews with team members. Then, I draft clear and concise documents that outline each step, ensuring they are easy to understand. I also seek feedback on the drafts to strengthen their effectiveness before finalizing them.

In my previous position, I was tasked with reorganizing our document management system when it was proving inefficient. I took the initiative to analyze the existing processes, proposed a new system, and led the project team in its implementation. The project increased productivity and made document retrieval much easier for our staff.

I stay informed about personnel regulations and procedural changes by regularly reviewing updates from our human resources department, attending relevant training sessions, and networking with professionals in similar roles. This proactive approach helps me ensure compliance in my daily work.

I employ various time management methods, including the Pomodoro Technique, which involves working in focused intervals followed by short breaks. I also prioritize tasks and set daily goals to keep myself on track while remaining adaptable to sudden changes in workload.

I contribute to team collaboration by fostering open communication and promoting a positive work environment among colleagues. I actively listen to others' ideas, share my own insights, and leverage collaborative tools to enhance teamwork, whether in person or virtually.

I'm passionate about contributing to my community, and I admire the City of Fort Worth's commitment to improving residents' quality of life. The opportunity to support the Development Services Department aligns with my values, and I believe my skills in administration can contribute to the city’s mission.