Sr. Administrative Assistant

Pay Range: $52,768 - $68,599 annual

compensation

Job Posting Closing on: Friday, April 12, 2024

Workdays & Hours: Full Time, between the hours of 7 am to 6pm, Monday thru Friday on site with an hour provided for lunch. Limited flex-time and working remote can be considered at the discretion of the supervisor after the probationary period is completed.

Benefits for this position include: 11 Paid Holidays, Medical, Dental, Vision, Paid Time Off, Pension Plan, Professional Development Opportunities, and much more.

The City of Fort Worth is one of the fastest growing large cities in the U.S. Our employees serve the needs of nearly 1,000,000 residents, promoting our values of exceptional customer

experience, mutual respect, embracing our

diversity, continuous improvement, ethical behavior, and accountability.

The Public Events Department operates the Fort Worth Convention Center (FWCC) located in vibrant downtown Fort Worth, the Will Rogers Memorial Center (WRMC) located in the beautiful Cultural District, the Office of Outdoor Events (OOE), the Fort Worth Sports Authority which owns the Texas Motor Speedway, the Event Trust Fund and funds Visit Fort Worth through a contractual agreement. Through entrepreneurial management of “Best in Class” venues, and in collaboration with our community partners, our customer-focused team provides clients and guests with memorable Fort Worth hospitality that contributes to prosperity in our community.

A Sr. Administrative Assistant job is available with The City of Fort Worth Public Events Department. This position requires onsite work in an office environment at the Fort Worth Convention Center administrative offices. The position will report to the Administrative Services Manager for the Public Events Department. Working as part of a team, this position will have varied

responsibilities that will require exceptional problem-solving

skills, strong knowledge of contract, bid and procurement processes, vendor agreement tracking, technical budget and accounting

skills and provision of fiscal/administrative support for capital project delivery. Candidate must have the ability to provide exceptional customer service; communicate clearly and concisely both in writing and orally; be flexible yet well organized and efficient; pay attention to detail, be highly self-motivated in a fast-paced environment.

Minimum

Qualifications

Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, human resources or related fieldThree (3) years of increasingly responsible administrative and fiscal management

experience in support of a department, division or major service areaOne (1) year in a supervisory or lead capacity.

Preferred

Experience Includes The Following

One (1) year of hands-on

experience providing support for capital projects. Grant

experience is optimal.Proficiency in PeopleSoft Financial software (Supply Chain Management and Human Capital Management).

Experience with COFW procurement/purchasing including clear understanding of the Purchasing and Financial Policies, Rules and Procedures.

Experience with Perceptive- Automated Invoice Management System (AIMS)

Experience with Ungerbock or a similar Event Business Management System (EBMS)Proficient with Microsoft Office tools including Outlook, Teams, Excel, Word and PowerPoint.

Experience with QuickBooks is also preferred.

The Sr. Administrative Assistant Job

Responsibilities Include

Facilitation of daily purchasing needs for the Public Events Department including submission of requisitions, bid specifications, creation of purchase orders and when necessary payment vouchers.Receive, review and prepare statements, invoices, packing slips, credit card statements and other account payable transactions for processing for the Public Events Department,Create and maintain a list of vendor agreements available to the Department and City-wide and monitor for access to needed goods and services, adequate capacity and pending expirations/renewals, including Cooperative Agreements. Engagement in improving efficiency in the existing PED procurement process.Assist the Administrative Services Manager with support of the PED Capital Improvement Program, including maintenance of the capital project tracker, timely opening & closing of projects in the financial system, monitoring budgets/balancing projects, entering journals, tracking project management charges, creating combo codes and task group/task profiles, assisting with capital procurement, grant tracking and asset capitalization.Completion of the annual fixed assets inventory.Serve as back up for PED budget development including special revenue and tax funds, monthly financial reporting/ forecastingAssist with financial administration for the Fort Worth Sports Authority.Serve as backup to the Department HCMs for payroll processing.Answer staff, client and vendor questions and trouble shoot issues for positive outcomes while providing consistent, accurate, responsive and thorough customer service.May supervise staff in the Administrative Services Manager’s absence.Adhere to assigned

work schedule and City’s Personnel Rules and Regulations.

Conditions Of Employment

The City of Fort Worth is proud to be an Equal Employment Opportunity employer. It is the policy and practice of the City to recruit, hire, train and promote a diverse workforce without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or another non-merit factor.

The City of Fort Worth is committed to full compliance with the Americans with Disabilities Act. Reasonable accommodations may be made to enable qualified individuals with disabilities to participate in the job application or interview process and to perform essential job functions.

Candidates Who Do Not Meet The

Education requirement, may be considered if they have more relevant work

experience than the position requires. Those selected for employment will be required to pass Pre-Employment checks depending on the position

requirements. Those could include, but are not limited to: criminal background check, drug screen,

education verification, etc. criminal convictions will be considered on a case-by-case basis. Employees are paid by direct deposit only.