Administrative Assistant - Support Services

City of McKinney•Tx 75069, TX

2d•Onsite

About The Position

Under direct supervision by the Support Services Manager, the purpose of this position is to perform routine clerical duties and administrative work requiring specialized knowledge of the Public Works Department’s operations and procedures. This position is responsible for providing multifaceted administrative support to the supervisor and divisions.

Requirements

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

Responsibilities

Performs a variety of administrative functions for Public Works; administrative/secretarial support for management and/or staff of Public Works.
Updates SOP’s, department policies and procedures, and documents.
Performs special projects, analyzes data, researches alternatives, and makes recommendations to ensure efficient department operations.
Answers telephone calls and greets visitors, directs citizens and city employees with questions, and responds appropriately to general inquiries and complaints by taking appropriate corrective action.
Performs data entry functions by entering residents service requests into workorder system notifying supervisors of residents’ concern/issue.
Provides administrative support for Board, Commission, committee, or other meetings.
Prepare meeting agendas, packets, and related documentation.
Coordinates arrangements for meeting rooms/facilities, schedules meetings and appointments, monitors schedule and calendar, and coordinates all travel arrangements.
Assists in entering requisitions/FPO’s and preparing financial documentation: reviews invoices for accuracy and researches discrepancies, receives invoices into system and forwards documentation to accounts payable, and assists in monitoring expenditures to ensure compliance with approved budget.
Prepares various reports; composes, types, and edits correspondences.
Assists with event planning; researching appropriate venues, coordinating with vendors, order catering, help with setup and take down, creates and disperses marketing materials.
Maintains current manuals, City ordinance manuals, directories, and other reference materials.
Provides technical and administrative support as determined by supervisor.
Provides assistance and backup coverage for other employees or divisions as needed.
Performs other duties as assigned or directed.