Administrative Assistant - Golf Course

City of Allen • Plano, TX

10h

About The Position

The purpose of this position is to provide support to department operations. This is accomplished by coordinating and completing numerous activities related to the City and its departments. Other duties may include providing assistance to departments, completing customer service activities, providing various administrative services, maintaining records and database and interfacing with other City employees and citizens. This position does not provide direction to other employees.

Requirements

• High School Diploma or equivalent with one (1) year of relevant experience
• Safe driving record and Valid Texas Driver’s License
• Clear criminal background check and pre-employment drug screen
• Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias.
• Ability to perform the four basic arithmetic operations.
• Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
• Receives directions: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results with some discretion when making selections among a few, easily identifiable choices. Assignment is reviewed upon completion. No responsibility for the direction or supervision of others. Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.

Responsibilities

• Supports the department by answering questions from citizens, applicants, employees, handling correspondence, distributing mail, writing memos and letters, making copies, utilizing computer programs and software, generating and distributing reports for the department and processing purchase orders.
• Provides customer service by greeting and assisting customers and visitors, managing the flow of information for the department, overseeing purchasing, petty cash levels, finance records and ambulance run billing, entering data into HTE and AS400 systems, setting up blanket purchase orders, answering incoming calls, routing calls to the correct office or person, copying and distributing messages within the office, assisting customers with complaints by phone and making calls for the department when necessary.
• Completes numerous administrative services by scheduling appointments, typing, proofreading and preparing reports, preparing and distributing work orders, participating in the duties relating to department administration, maintaining department inventories, ordering and maintaining office equipment and supplies, completing numerous clerical and secretarial services.
• Responds to customer inquiries regarding the reservations process and schedules reservations through the reservation software system as requested by the customer; coordinates staff support with the appropriate operations supervisor.
• Interacts with local youth sports organizations in scheduling field/facility usage, maintains schedule changes and subsequent invoicing of fees at season's end.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED