Administrative Assistant - Code Services

WORKING FOR THE CITY OF MCKINNEY
Working for the City of McKinney is more than just a job; it’s a chance to make a meaningful impact in the lives of others. Proudly recognized on the Top Workplaces USA list by USA TODAY in 2024, our team is dedicated to making McKinney one of the best places to work, live, and raise a family. Join us and start making a difference today.

OUR CORE VALUES
City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high performance organization.

SUMMARY OF POSITION
The purpose of this position is to provide administrative support to the Code Services Department. Under general supervision of the Health Compliance Supervisor, this position is responsible for responding to concerns and requests for information from citizens and employees, the coordination of meetings and activities, responding to concerns and requests for information from citizens and employees, composing and preparing correspondence, and other departmental work as required.

GENERAL EXPECTATIONS FOR ALL EMPLOYEES
In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.

• Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
• Contribute to a positive work culture.
• Maintain regular and reliable attendance.
• Ability to assess his/her work performance or the work performance of the team.
• Contribute to the development of others and/or the working unit or overall organization.
• Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
• Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides direct administrative support to the Code Services Department.
• Performs data entry and record maintenance in Energov.
• Performs clerical functions including preparation of property notices and legal notices.
• Answers inquiries, greets visitors and responds to concerns and requests for information from citizens and employees.
• Researches and investigates records and various information sources, compiles summaries, and composes and prepares correspondence, memoranda, reports, presentations, and other documents.
• Provides superior customer service by consistently operating in a friendly, courteous, timely, thorough, helpful, detail-oriented, and professional manner.
• Processes incoming/outgoing mail.
• Monitors City Council agendas to ensure that department agenda items are created, reviewed, and otherwise processed within specified timeframes.
• Serves as the primary point person responsible for implementing, monitoring, and continuously improving the employee onboarding efforts of the Development Services Division's administrative team. This position's onboarding responsibilities are extremely important and play a significant role in helping the Development Services Division achieve a higher level of performance.
• Responsible for the accurate execution of a number of budget related functions including, but not limited to assisting in the creation of an annual budget, monitoring and processing expenditures, drafting and processing financial forms, reconciling financial statements, and practicing sound budget management techniques.
• Researches, initiates, and processes purchasing documentation which generally includes monitoring department level purchasing activities and preparing purchase requisitions and initiating purchase orders.
• Responsible for monitoring and processing department-level payroll functions including, but not limited to ensuring that payroll activities are executed correctly and processed on time.
• Performs general/clerical tasks, which may include making copies, sending/receiving faxes, entering data into computer, sorting/distributing incoming mail, or processing outgoing mail.
• Compiles administrative and/or statistical data pertaining to department operations including relevant data entry and analysis functions.
• Maintains current manuals, policies, City ordinance manuals, directories, and other reference materials.
• Manages office supply inventories.
• Performs other functions as required.
• Comply with all written City policies and procedures.
• Adhere to assigned work schedule as outlined in City and department attendance policies and procedures.

OTHER JOB FUNCTIONS:

• Perform other duties as assigned or directed.

KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS

• Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
• Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• Ability to produce desired work outcomes, including quality, quantity, and timeliness.
• Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
• Ability to thrive in a fast paced, high-stakes work environment.
• Ability to maintain a professional, positive, and helpful attitude even in non-routine or stressful situations.
• Ability to create professional relationships with internal and external customers that can be utilized to realize positive outcomes.
• An ability to seek out and implement creative or innovative solutions to routine and non-routine situations or tasks.
• Ability to produce large volumes of accurate, timely and thorough work in extremely short timeframes.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Ability to exercise independent judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Ability to remain flexible and adaptable, especially during times of change or uncertainty.
• Communicate effectively both orally and in writing.
• Accept responsibility and accountability for his/her actions.

MINIMUM QUALIFICATIONS
High school diploma or GED; and supplemented by three (3) years' experience providing administrative support in an office environment. Qualification requirements also include proven proficiency in Microsoft Office applications including Word, Excel, PowerPoint, Publisher, Access, and Outlook (testing may be required) and the ability to communicate effectively.

Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications may be an acceptable substitute for the above specified education and experience requirements.

CONDITIONS OF EMPLOYMENT

• Must pass a drug screen and background check.
• Must have Class C Texas Driver's License

PHYSICAL DEMANDS
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

WORK ENVIRONMENT
Performance of essential functions may require exposure to limited adverse environmental conditions, such as rude or irate customers.

The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.