Administrative Assistant - Public Services

Position Summary

Performs clerical duties and provides administrative support and assistance for Public Services. Assists other Public Services division personnel as needed.

Essential Functions

• Performs clerical duties and provides administrative support for assigned area of responsibility such as managing calendars and schedules, screening calls, arranging appointments, meetings, and conferences, as directed.

• Answers telephone; routes calls to appropriate person; places calls; greets visitors and responds to inquiries; gives and relays information as needed.
• Composes memos; take notes in meetings and transcribe notes 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. Monitors individual accounts within these budgets to track expenditures.
• Establishes and maintains appropriate databases including physical and electronic files for the department. Prepares reports as directed.
• Initiates correspondence on a variety of matters requiring an understanding of department and City policies, procedures and ordinances.
• Enters payroll hours into financial/payroll system for assigned area of responsibility.
• Operates office equipment, including copiers, facsimile machines, and computers; inputs and retrieves data and text.
• Receives cash, check or charge payments as required.
• Performs all other related duties as assigned.

Position Qualifications

Education

• High School Diploma or GED required.

• 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.

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

• Ability to accept responsibility and account for his/her actions.
• Ability to follow instructions, safety practices and standard operating procedures in performing assigned tasks.
• Ability to be punctual and attend work regularly
• Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Ability to perform work accurately and thoroughly.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to communicate effectively with diverse, and sometimes irate individuals and to handle calmly and efficiently situations ranging from routine to emergency.
• 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.
• Ability to accurately process and record payment transactions.

• Skill in use of personal computer including Microsoft Office, Laserfiche, New World, e-mail and the internet.

• Must submit to and pass a criminal background and pre-employment drug test.

Work Hours

M-Th 7:30 am - 5:30 pm and Friday 7:30 am - 11:30 am.

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