Administrative Assistant - City Secretary's Office

Summary

WORKING FOR THE CITY OF MCKINNEY
Working for the City of McKinney is more than just a job; it’s a chance to make a meaningful impact in the lives of others. Proudly recognized on the Top Workplaces USA list by USA TODAY in 2024, our team is dedicated to making McKinney one of the best places to work, live, and raise a family. Join us and start making a difference today.

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.

SUMMARY OF POSITION
Under direct supervision of City Secretary, provides administrative support for the City Secretary's Office, coordinating activities associated with City Council, and Boards & Commissions programs and services. Employees in this classification perform administrative work of managing office operations; providing maintenance to web based public information and electronic notifications; processing permits and payments; conducting research, compiling data, reporting and presenting information, and scheduling appointments and meetings. This position is also responsible for general office duties and customer service: answering telephone calls, providing information about the City of McKinney, data entry, maintaining files and records, processing departmental mail and documentation. Performs related work as required.

Essential Functions/Knowledge, Skills, & Abilities

GENERAL EXPECTATIONS FOR ALL EMPLOYEES
In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.

• Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
• Contribute to a positive work culture.
• Maintain regular and reliable attendance.
• Ability to assess his/her work performance or the work performance of the team.
• Contribute to the development of others and/or the working unit or overall organization.
• Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
• Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same.

• Provides administrative support for the City Secretary's Office; assists staff with routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities for department staff.
• Coordinates arrangements for meeting rooms/facilities, equipment, refreshments, setup/cleanup, or other requirements; and notifies participants of scheduled meetings.
• 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.
• Receives and processes applications, forms, payments, and other documentation pertaining to permits, projects, reviews incoming documentation to ensure accuracy and completeness; assigns case/file numbers to applications/documentation; provides information regarding program requirements or issues to customers; forwards documentation to appropriate personnel for action/processing; and process budget transfers as needed.
• Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding City or department procedures, documentation, fees, or other issues; assembles and/or distributes forms, packets, or other documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.
• 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.
• Maintains file system of various files/records for the department: prepares files, organizes documentation, and files documents in designated order; and retrieves/replaces files.
• 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.
• Compiles administrative and/or statistical data pertaining to department operations: consolidates data; enters data into computer; prepares reports/lists.
• Maintains current manuals, City ordinance manuals, code books, and other reference materials.
• Maintains inventory of office supplies
• 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.
• Communicate effectively both orally and in writing.
• Offer flexibility and adaptability, especially during times of change.
• Performs other functions as required.

• Perform other duties as assigned or directed.

• 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.

Required Qualifications

MINIMUM QUALIFICATIONS
Requires High school diploma or GED; supplemented by three (3) years previous experience and/or training involving office management, office administration, secretarial work, 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. Experience in setting up filing systems, operating office equipment (i.e. computer, scanner, etc.) and competency in Microsoft Office 365.

Skills testing is required to determine intermediate level of competency in Microsoft Word and Excel.

Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications may be an acceptable substitute for the above specified education and experience requirements.

CONDITIONS OF EMPLOYMENT

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

Physical Demands/Supplemental

PHYSICAL DEMANDS
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10-15 pounds). Tasks may involve extended periods of time at a keyboard or work station.

WORK ENVIRONMENT
There is limited exposure to environmental conditions.

The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.

The City offers a full complement of benefits:

Health Insurance

• Medical, Dental, Vision Insurance
• Health Savings Account (HSA), Flexible Spending Medical and Childcare Account (FSA)
• Mental Health Care and Employee Assistance Program (EAP)
• City-paid and Voluntary Life Insurance
• City-paid and Voluntary Long Term Disability Insurance
• Supplemental Insurance through Aflac

• Legal Services through Legal Shield
• Tuition Reimbursement (up to $10,000 per year)
• Wellness Program (earn up to $600 per year)

• Texas Municipal Retirement System (TMRS)
  • Mandatory 7% employee contribution
  • City match 2:1
  • 5 year vesting
  • Retire after 20 years of service, or age 60 with 5 years of service
• 457(b) Deferred Compensation Plans

• Paid Vacation (80 hours per year for new hires; tiered increases after 2 yrs)
• Sick Leave (135 hours per year for yourself and immediate family)
• Paid Parental Leave (80 hours for birth, adoption, or placement of a child in foser care)
• Ten Paid Holidays
• Personal Day
• Optional compensatory time for hourly employees
• Compensatory time for salaried employees