Administrative Assistant II - Public Works

City of Wylie•Wylie, TX

8d•Onsite

About The Position

The City of Wylie’s Public Works division is seeking an Administrative Assistant II to perform administrative duties requiring above-average administrative skills, considerable discretion and confidentiality, and specialized knowledge of the assigned department. The role provides customer service and administrative support, including meeting coordination, correspondence, records management, budget and payroll assistance, travel arrangements, and office supply management. Supervision is provided by the Department Head. The Public Works Department works four ten-hour days.

Requirements

High school diploma or equivalent.
Two to three years of experience as an administrative secretary or equivalent.
Advanced training in secretarial functions, desktop publishing software, word processing software, and spreadsheet software.
Complete National Incident Management System (NIMS) training courses as outlined by Emergency Management after hire.
When assigned to Fire or Police, be Texas Law Enforcement Telecommunications System (TLETS) certified or able to become certified to use TLETS within one year.

Nice To Haves

Municipal administrative experience.
Working knowledge of and experience with Incode software.

Responsibilities

Assist the public and staff by telephone or in person with questions about department programs, policies, and procedures; take messages and screen calls tactfully and courteously.
Compose correspondence and memoranda, route routine correspondence, and review correspondence prepared for the Department Head’s signature.
Organize and schedule meetings and events, prepare materials, arrange meeting rooms and conference calls, take meeting minutes, and transcribe dictation.
Update the department website and post agendas and meeting minutes.
Coordinate preparation of brochures, newsletters, and handbooks.
Research, compile, and arrange administrative and statistical data; prepare reports on assigned projects.
Plan and coordinate travel itineraries, including flights, accommodations, and ground transportation.
Organize, search, and maintain hard-copy and electronic files; preserve sensitive information and track, file, and retrieve records.
Assist with department budget responsibilities, including budget coordination and monitoring, account coding, invoice and payment processing, purchases, expense reports, and petty cash documentation.
Receive, screen, and organize payroll records and assist with payroll preparation for department employees.
Maintain the office and order necessary supplies; type requisitions and assist with telephone responsibilities.
Perform other duties as assigned and act as a responsible steward of the public trust while providing excellent public service.