Administrative Assistant - City Secretary

Position Summary

Position Summary: Provides highly complex and confidential clerical and administrative support and assistance for the Office of the City Council and City Secretary. Serves as the first point of contact for the Office of the City Council and City Secretary, providing clear and concise information to residents, the public, and staff. Possess considerable knowledge of City departments, services, policies, and procedures. Responsible for coordinating meetings, events, appointment calendars, and travel arrangements; assisting in preparing and maintaining various documents, files, and correspondences; and performs related work as required for the City Council and City Secretary.

Distinguishing Characteristics: Under general supervision, positions at this level generally receive occasional instruction or assistance as new or unusual situations arise and are aware of the operating procedures and policies of the work unit, with most work being performed independently. More complex thinking and reasoning skills are required, as employees at this level perform more complex and responsible duties and may be assigned special projects.

Essential Functions

ESSENTIAL FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support for various organizational meetings: prepares meeting agendas, packets, and related documentation; coordinates arrangements for meeting rooms/facilities, equipment, refreshments, setup/cleanup, or other requirements; notifies participants of scheduled meetings; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; attends meetings; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; maintains records.
• Maintains schedules and calendars; sets up and coordinates meetings, makes travel reservations as needed for the City Council and City Secretary, and coordinates activities with other City departments, the public, and outside agencies.
• Answers telephone; routes calls to appropriate person; places calls; greets visitors and responds to inquiries; gives and relays information as needed.
• Independently composes correspondence, recognitions, proclamations, letters, and reports as needed.
• Organizes, scans, and updates files and records as required.
• Assists in the preparation of budgets, prepares expenditure estimates, and gathers and organizes supporting data and analysis. Monitors individual accounts within these budgets to track expenditures.
• Researches and prepares reports using statistical data, records, and other information as needed.
• Assist in maintaining appropriate databases including physical and electronic files for the department. Prepares reports as needed.
• Initiates correspondence on a variety of matters requiring an understanding of department and City policies, procedures, and ordinances.
• Operates office equipment, including copiers, facsimile machines, and computers; inputs and retrieves data and text.
• Coordinates invoices and check requests; assigns account codes and submits payments; maintains account balances; processes purchases and receivables as required.
• Performs all other related duties as assigned.

Position Qualifications

Education: Highschool Diploma or GED required.

Experience: One (1) year of clerical/administrative experience required.

Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above specified education and experience requirements.

Licenses and Certifications: None.

Conditions of Employment: Must submit to and pass a pre-employment drug test.

Other Requirements: None.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Knowledge of: Must have sound knowledge and ability in business correspondence and an ability to proofread grammar, spelling, and punctuation with a high degree of accuracy.

Skilled in: Excellent memory and organizational ability, in order to set priorities, organize workload, handle multiple responsibilities, and meet deadlines. Ability to handle confidential information and sensitive issues in a responsible manner. Accurately process and record payment transactions. Accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their race, sex, color, religion, national origin, age, disability, gender identity or expression, sexual orientation, veteran' s status, genetics, or job type.

Work Hours

M-Th 7:30 a.m. - 5:30 p.m., Friday 7:30 a.m. - 11:30 a.m., After-hours as required.

Experience job stability and attractive benefits by pursuing a full-time career in municipal government with the City of Lewisville.

• TMRS – Employees are required to contribute 7% of their salary, the City will match 2:1
• 457(b) Deferred Compensation Plan – if employees contribute a minimum of 4%, the City will contribute 3.76% to a 401(a) Plan in the employee’s name (vested after 5 years of service)
Medical Coverage (includes Prescription Drugs) – 2 medical plans through CIG
• , including an HSA
• Dental Coverage through CIG
• Vision Coverage through Superior Vision
• Employee Assistance Program
• Flexible Spending Accounts (Medical and Dependent Care FSA’s)
• Pre-tax Premium Deductions
• Life Insurance equal to four times annual salary
• Accidental Death and Dismemberment Insurance equal to three times annual salary
• Voluntary Dependent Life Insurance
• Long-Term Disability Insurance
• Voluntary Accident, Hospital, and Critical Illness Coverage
• 10 days of vacation per year for years 1-4, 15 days of vacation per year for years 5-9, and 20 days of vacation per year for 10 years of service.
• 15 sick days per year
• 11 paid holidays per year
• 8 Hours of Paid Volunteer Time Off per year through our VTO Program
• 15 days paid military leave per year
• Extended military pay if called to active duty
• Workers’ Compensation
• Near-site Wellness Center
• Wellness Incentive Program
• Employee membership discount to Thrive, LELLA, and Lake Park
• Employee recognition programs and events throughout the year