Administrative Assistant II - Human Resources bei City of Wylie, TX

About the Department

Why work for the City of Wylie? 
The reason we exist is to serve our residents and guests.  By combining our unique talents to ensure the preservation of the small town feel of our area, we are committed to building and sustaining a safe community where economic development and neighborhood enrichment can flourish while creating an unparalleled experience for all.
 
How we accomplish our mission:
Leveraging the diversity of our workforce to continually think and do things differently, the City of Wylie invests in the development of our employees by providing them with a working environment that serves to enhance their personal happiness and elevate their professional goals.

The City of Wylie's Human Resources division is seeking a customer service minded individual to fill the open position of Administrative Assistant II.  The selected applicant will be responsible for performing administrative work requiring specialized knowledge of administrative management and familiarity with functions of the assigned department.

Supervision is provided by the Human Resources Director.

• Salary is negotiable based on qualifications and within posted salary range
• Resume and cover letter are required; if not provided, candidates could be subject to disqualification
• Applicants selected for onsite interviews will also be asked to participate in various assessments to test skills including proficiency in Google software
• The Human Resources department works four ten hour days each week

Position Duties

• Assists public and staff, by telephone or in person, with questions requiring knowledge of department programs, policies and procedures. 
• Writes legibly when taking messages; screens calls with tact and courtesy.
• Initiates and composes correspondence and memoranda, often of a technical and/or confidential nature, using office and word processing equipment. Routes and answers routine correspondence not requiring the Department Head’s attention. Consults and reviews correspondence prepared by others for Department Head’s signature.
• Organize and schedules various meetings, coordinates and conducts special meetings and/or events, sets up conference calls, prepares meeting materials, ensures meeting rooms are arranged, takes minutes at meetings and/or transcribes dictation.  
• Updates department website as needed and posts agendas and meeting minutes.
• Organizes and coordinates the preparation of various brochures, newsletters, and handbooks as directed. 
• Researches, compiles and arranges administrative and statistical data. Prepares reports on assigned projects, gathering necessary information and summarizing data.
• Plan and organize travel itineraries, including flights, accommodations, and ground transportation.  Ensures all travel logistics are well-coordinated.  
• Organizes, searches and maintains hard copy and electronic files associated with the assigned department. Maintains historical records by filing and retrieving documentation, preserving sensitive information, ensuring confidentiality, producing file folders, and tracking documentation and files. Files and retrieves from file cabinets. 
• Heavy use of spreadsheet, word processing, accounting software, reservation/scheduling software, advanced versions of Adobe, website software and reporting skills.   
• Assists with department budgetary responsibilities by coordinating and assisting in the implementation of the budget; monitoring the budget when appropriate; assigning account codes; ensuring invoices, check requests and submission of payments are processed; processing purchases and/or expense reports; maintaining petty cash accounts and documenting data as appropriate.
• Receives, screens and organizes payroll records submitted to the department and assists in preparation of payroll records for employees within the department.
• Performs as a responsible steward of the public trust and strives for excellence in public service, enhancing the quality of life for all.
• Acts in a civil, respectful manner at all times to management, co-workers and others.
• Performs other duties as may be assigned.

Minimum Qualifications

High School Diploma or equivalent. Two to three years of experience as an administrative secretary or equivalent. Municipal administrative experience preferred. Advanced training in secretarial functions, desktop publishing software, word processing software and spreadsheet software. Working knowledge and experience with Incode software preferred. 

Completion of National Incident Management System (NIMS) training courses as outlined by Emergency Management after hire.

Other Qualifications

PHYSICAL STRENGTH REQUIRED

Low: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly.

PHYSICAL ACTIVITIES REQUIRED

Bending , Carrying, Fine Dexterity, Handling, Hearing, Lifting, Pushing/Pulling, Reaching, Standing, Talking, Twisting, Vision, Walking, Climbing, Crouching, Kneeling, Sitting

PRIMARY WORK ENVIRONMENT: Indoors

SHIFT WORK: No