Sr. Management Assistant

Job Description:

Sr. Management Assistant

Description

Overview

The Senior Management Assistant in the Engineering Services Department is responsible for ensuring the accurate and timely processing of construction pay estimates and invoices in compliance with city and state policies, procedures, and best practices. Key duties include reconciling payments, preparing financial reports, maintaining tracking logs, and conducting in-depth research to provide staff and vendors with payment-related information. This role requires strong analytical skills and advanced knowledge of accounts payable, along with the ability to manage special projects effectively.

Responsibilities

• • Reconcile and process vendor payments, including construction pay estimates, using Trimble and INFOR accounting systems.
  • Reconcile vendor statements, research, and correct discrepancies. Develop and edit payment memos.
  • Maintain accurate backup documents and guarantee that all unpaid invoices are paid.
  • The Senior Management Assistant will be responsible for overseeing a variety of special projects assigned to the Accounts Payable department. This includes, but is not limited to, processing IDIQs, closeouts, coordinating with Contracts and Funds Administrators and other departments on the allocation of funds not available, performing payment audits, and conducting comprehensive research to answer complex questions from staff and vendors.
  • Responsible for identifying areas of improvement related to the usage of new software. The Senior Management Assistant will work closely with the IT staff on scheduling training for the Accounts Payable department. This position is expected to be an expert in the Trimble/INFOR sections used by Accounts Payable.
  • Maintain the tracking log of invoices and construction pay estimates, and coordinate data entry with the rest of the Accounts Payable team. Collect and ensure time sheets are submitted on a weekly basis. Develop reports of payments for different vendors and staff.
  • Support the front desk in the Engineering Services Department, including but not limited to administering all incoming calls, scribing and retrieving messages, greeting external customers, and City employees. Procure and distribute mail and material deliveries.
  • May be asked to perform other duties as assigned
  
  
  

Position Type and Typical Hours of Work

• Exempt - Full-Time

• Monday - Friday 8 am - 5 pm

• Flexibility to work evenings, weekends, and holidays is a schedule requirement

• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Minimum Qualifications

• Bachelor's degree (BA/BS)

• Three (3) years of experience

Licenses and Certifications

Required

• A valid driver's license is required; successful out-of-state candidates must be able to obtain a valid Texas driver's license within 90 days of hire

• Proof of Automobile Liability Insurance

Employment Testing

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal Background Check: Yes

• Motor Vehicle Record Check: Yes

• Drug Screening: Yes

• Physical Exam: Yes

Basis of Rating

A recruitment consultant will evaluate all applications against the posted qualifications and may request additional information. The city may also conduct additional skill assessment tests, in addition to the panel interview.

Supplemental Information

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City of Corpus Christi.

The City of Corpus is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

Closing Date/Time: February 23, 2026

Salary:

49,941.55-0.00 USD