The purpose of this position is to provide administrative support to the operation of City departments and services. This is accomplished by coordinating and completing numerous activities related to the City and its departments. Other duties may include providing customer service, assisting with board and commission meeting processes, maintaining records and databases and interfacing with other City employees and citizens. This position does not provide direction to other employees.
The information listed below is intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of this position.
Provides support to the department by handling correspondence, distributing mail, writing memos and letters, making copies, managing the flow of information for the department, overseeing purchasing and accounts payable tasks, utilizing computer programs and software, generating and distributing reports for the department and processing purchase orders, time sheets and leave requests.
Provides customer service by greeting and assisting customers, taking incoming calls, routing calls to the correct office or person, copying and distributing messages within the office, answering questions from citizens, applicants, employees and the general public, assisting customers with complaints and making calls for the department when necessary.
Provides numerous administrative services by scheduling appointments, typing, proofreading and preparing reports, screening calls and participating in the duties relating to department administration, advertising and updating open positions, publishing legal notices, maintaining department inventories including ordering and maintaining office equipment and supplies, maintaining personnel files, payroll records and agenda items, may prepare zoning cases and providing assistance to other departments and preparing special projects as requested.
Assists with meeting, board and commission processes by preparing, assembling and delivering meeting packets, coordinating and scheduling meetings, assisting in preparing presentations and presentation materials and typing agendas and minutes.
Maintains records and databases by updating and maintaining files and records, creating and maintaining databases, obtaining and entering information into databases, compiling and preparing information for reports and researching or searching for information in files and databases. May serve as the Records Liaison Officer for the department's Records Management Program.
Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
Over two years up to and including four years of relevant experience. This position requires a keen attention to detail, exceptional organizational skills, and the ability to handle multiple tasks simultaneously. We currently seek candidates with two years of relevant work experience. Applicants who have excellent oral and written communication skills and are dedicated to providing excellent customer service to our internal and external customers are desired. Must have a high level of integrity and be able to maintain confidentiality. Applicants who are bilingual in English/Spanish are also desired.
Certification and Other Requirements
Valid Texas Class C Driver's License.
Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Receives directions: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results with some discretion when making selections among a few, easily identifiable choices. Assignment is reviewed upon completion.
Supervisory / Organizational Control
No responsibility for the direction or supervision of others.
Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.
Interpersonal / Human Relations Skills
Discussion Frequent: From 21% to 50% of work time.
City of Allen, TX - 20 months ago