City of McKinney · 2 hours ago
Administrative Assistant - Planning
McKinney, TX
Full-time
Onsite
Entry Level
3+ years expCity of McKinney is recognized on the Top Workplaces USA list and is dedicated to making McKinney a great place to work and live. The Administrative Assistant provides essential administrative support to the Planning Department, including office support, customer service, budget management, and coordination of meetings and documentation.
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Responsibilities
Provides administrative support for the Planning Department and assists staff with routine administrative tasks such as screening telephone calls, mail, e-mail, and other communications and initiating appropriate action/response; types, composes, edits, or proofreads various documentation
Maintains calendars and coordinates meetings, appointments, interviews, and/or other activities including, but not limited to travel arrangements, accommodations, conference registrations, and/or other related plans
Provides clerical support functions for meetings and other strategic initiatives including, but not limited to researching and booking meeting dates and locations, producing supporting materials, and producing meeting minutes
Responsible for the creation of board meeting agendas; preparation of board meeting materials; taking official public board meeting minutes; coordinating arrangements for meeting rooms/facilities, equipment, materials, meeting setup and cleanup
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
Processes accounts payable and financial documentation: reviews invoices for accuracy and researches discrepancies; assigns proper budgetary codes to invoices; prepares check requests and forwards invoices for payment; compiles budget information
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
Compiles administrative and/or statistical data pertaining to department operations: consolidates data; enters data into computer; prepares reports/lists
Researches and investigates records and various information sources, compiles summaries, and composes and prepares correspondence, memoranda, reports, presentations, and other documents
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
Maintains current manuals, City ordinance manuals, code books, and other reference materials
Maintains inventory of office supplies
Provides superior customer service by consistently operating in a friendly, courteous, timely, thorough, helpful, detail-oriented, and professional manner
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
Offers flexibility and adaptability, especially during times of change
Posts/updates department-wide information on city/departmental web pages, bulletin boards, or other miscellaneous locations
Provides assistance and/or backup coverage for other employees or departments, including the City Manager’s Office, as needed
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
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, entering data into computer, sorting/distributing incoming mail, or processing outgoing mail
Comply with all written City policies and procedures
Adhere to assigned work schedule as outlined in City and department attendance policies and procedures
Qualification
Required
Requires High school diploma or GED; supplemented by three (3) years previous experience and/or training involving office management, office administration, meeting coordination, customer service, record/file management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job
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
Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change
Highly organized and able to prioritize tasks and adapt in a dynamic environment
Proficient use of computers and various computer-based programs such as Microsoft Office 365, Adobe Acrobat Pro, Laserfiche, Legistar and the internet
Knowledge of office administration procedures
Knowledge of public records and document research practices and methods
Able to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect
Must pass a drug screen and background check
Must have Class C Texas Driver's License
Company
City of McKinney
As one of the fastest-growing cities in America, McKinney maintains a nationally-acclaimed quality of life coupled with a convenient location to the DFW area.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Robin Horton
Executive Assistant - Office of the CIO
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