Administrative Assistant - Development Services

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 (HPO).

SUMMARY OF POSITION

The purpose of the position is to provide administrative support by performing daily office operations and providing multifaceted administrative support to the department as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Answers telephone calls and greets visitors: ascertains and tracks nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.
• Provides assistance or backup coverage for other employees or departments as needed.
• Coordinates, arranges, and schedules meetings and appointments and monitors and assists with calendars for all department conference rooms.
• Monitors inventory of department supplies and forms: ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains price quotes and prepares purchase requisitions.
• Processes incoming/outgoing mail: sorts, organizes, opens, stamps, and/or distributes incoming mail; receives/signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail.
• Creates, maintains, and updates departmental databases: receives departmental forms/applications and enters data into computer database; updates current status of data in computer; generates computer reports.
• Ensures office common areas and conference rooms are neat, presentable and organized.
• Ensures proper operation of office equipment by completing preventive maintenance as required, calling for repairs when needed and maintaining equipment and supplies inventories.
• Prepares, tracks and updates time sheets resolving discrepancies and submitting final time sheets to payroll for bi-weekly payroll processing for the department.
• Copies and distributes forms, reports, correspondence, and other documentation.
• Coordinates, prepares and schedules travel arrangements for staff and assures proper accounts are charged. Completes required documentation for per diem and reconciliation reimbursements.
• Coordinates open records requests process for Public Information Requests and provides record drawings to public as needed. 
• Receives payment of various fees or services: records transactions and issues receipts; posts payments into computer; balances revenues and forwards revenues as appropriate.
• Posts/updates departmental information on City/departmental web page, bulletin boards, or other locations.
• Communicates with supervisor, employees, other departments, City officials, board/committee members, vendors/service providers, contractors, consultants, applicants, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Coordinates the scheduling of department training meetings and special events as directed including preparing and placing catering orders, meeting/event room setup and cleanup as needed.
• Performs data entry functions by keying data into computer system: enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Complies with all written City policies and procedures.
• Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.
• Performs other functions as required.

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.
• The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Ability to build professional relationships with internal staff and customers.
• Detail-oriented with exceptional organizational skills.
• Ability to prioritize given tasks and work efficiently towards completing them.
• Offer flexibility and adaptability, especially during times of change.
• Communicate effectively both orally and in writing.

MINIMUM QUALIFICATIONS

Any work related experience resulting in acceptable proficiency levels in the below Minimum Qualifications may be an acceptable substitute.

High school diploma or GED is required. Three (3) years of progressive administrative experience and/or training. Proficiency in Microsoft Word, Excel and Outlook is required.

CONDITIONS OF EMPLOYMENT

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

Salary : $39,500 - $57,277