Executive Assistant - Part-Time en City of McKinney, TX

About the Department

WORKING FOR THE CITY OF MCKINNEY

Working for the City of McKinney is more than a job.  It is an opportunity to make a meaningful difference in the lives of others.  It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation.  Proudly recognized on the Top Workplaces USA list by USA TODAY, our team is dedicated to making McKinney one of the best places to work, live, and raise a family. That’s why we exist. 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 (HPO).

SUMMARY OF POSITION

Under general departmental supervision, this position provides routine to complex and confidential administrative support for members of the team up to and including the Director, special projects and office coordination for the administrative functions of the department, including scheduling calendars, reviewing mail, organizing, coordinating and preparing for public, board and/or staff meetings, and drafting correspondence; resolves complaints and issues. This position is responsible for coordinating the preparation and implementation of the Department’s budget and its supporting documentations, coordinating all fiscal controls programs and policies including payment of authorized expenditures, initiating budget revisions and adjustments and requesting transfers of funds.

Position Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Performs a variety of administrative tasks such as preparing reports, graphs, charts, and other illustrative materials as required from factual and/or statistical data and other applicable sources; researches and prepares reports and materials for council meetings and other meetings as assigned prepares and proofreads complex and confidential reports, letters, and memoranda from rough draft or verbal instruction; performs other typical administrative tasks.
• Creates, maintains, and updates databases.
• Researches various city and departmental policies and procedures assigned; develops recommendations for modifications and changes when needed.
• Provides administrative support by screening, routing and answering correspondence, initiating appropriate action/response; prepares correspondence; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, related plans for department staff; monitors deadlines, activities, projects, documentation, or other issues requiring timely action/response.
• Responsible for assisting the Director in preparing the department’s annual budget. Monitors department budget and facilitates purchasing activities; requests and receives bids for goods/services; prepares purchase requisitions, payment authorizations, and initiates orders; processes accounts payable, budget and financial documentation, reviewing invoices for accuracy and payment, conducts research and processes budget transfers as necessary; maintains departmental petty cash funds.
• Monitors inventory of department supplies and forms and ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains price quotes and prepares purchase requisitions.
• Coordinates special event logistics; plans and monitors activities; coordinates activities with and provides information to staff, outside contractors and service providers.
• Coordinates records retention and destruction working with appropriate city department to ensure that proper records retention and destruction is maintained and followed.
• Provides administrative support for departmental and/or board meetings: prepares and distributes meeting agendas, packets, and related documentation; coordinates arrangements for meeting rooms/facilities, equipment, refreshments, setup/cleanup, or other requirements; notifies participants of scheduled meetings; attends meetings; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; maintains records.
• Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding City, department, procedures, documentation, 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.
• Handles and/or screens supervisor’s correspondence, e-mails, and calls; schedules supervisor’s calendar, organizes meetings, tracks projects, correspondence, or complaints.
• Communicates with other City officials and department heads as requested by supervisor, utilizing discretion when necessary.
• Maintains confidentiality of departmental documentation and issues; complies with appropriate laws regarding confidentiality.
• Coordinates and approves payroll, purchase orders, and other items specifically delegated by supervisor, which may include processing timesheets and creating reports for Overtime.
• Provides assistance or backup coverage for other employees as needed.
• Complies with City policies and procedures to include work schedule and attendance policies. 
• Accepts responsibility and accountable for her/his actions.
• Must be punctual and attend work regularly, adhering to assigned work schedule as outlined in City and department attendance policies and procedures.

If Assigned to Municipal Court:

• Coordinates daily activities, projects, and programs of the department; resolves problems in non-routine situations; interprets and explains departmental and City policies.
• Coordinates activities with other City departments, including projects and meetings; provides them with information as needed.
• Prepares and responds to public information and court records requests; responds to complaints.
• Drives to trainings and meetings throughout the City of McKinney.
• Posts meeting notices.
• Maintains department records, including files and databases; processes expense reports.
• Assists with proofing grant and contract development and maintenance; processes city contracts.
• Serves as department contact for service, regardless of assigned application system(s) issues. 
• Works towards maintaining awareness of new technologies and advances in the profession; reads professional literature; attends workshops and training sessions as appropriate.

OTHER JOB FUNCTIONS:

• Perform other duties as assigned or directed.

KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS

• 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.
• General knowledge of Human Resources practices.
• General knowledge of Grants Application and Compliance Processes.
• Proficiency in using computer applications such as Microsoft Office.
• Knowledge of Legistar software for entry of Council Agenda items, Resolutions, etc.
• Skills to prioritize and organize workload to meet deadlines.
• Skills to communicate effectively both orally and in writing.  
• Skills to perform work accurately and thoroughly.
• Skills to operate standard office equipment.
• Strong oral and written communication skills, including English grammar, spelling, and punctuation.
• Strong writing and proofreading skills.
• Ability to build professional relationships with internal staff and customers.
• Ability to follow instructions, safety practices and standard operating procedures in performing assigned tasks.
• Ability to exercise sound judgment, decisiveness, and creativity in various situations.
• Ability to identify and implement process improvements.
• Ability to demonstrate a high level of integrity and dependability with a strong sense of urgency. 
• Ability to use discretion and tact in handling a wide variety of confidential information.
• Ability to demonstrate flexibility and adaptability, especially during times of change.
• Ability to work effectively and respectfully with all types of people regardless of their age, gender, race, ethnicity, religion, or job type.
• Ability to work in a  team  environment; contribute  as   a  team  member   and   treat  co-workers, subordinates and customers with respect.
• Demonstrates accountability by accepting responsibility for her/his actions.

Minimum Qualifications

MINIMUM QUALIFICATIONS

Any work related experience resulting in acceptable proficiency levels in the below Minimum Qualifications may be an acceptable substitute.

High school diploma or GED supplemented by college level course work or vocational training in business administration, office administration, bookkeeping, and personal computer operations; supplemented by three (3) years of previous experience and/or training involving office management, office administration, secretarial work, accounting/bookkeeping, budget administration, record/file management, personal computer operations and/or providing high level administrative support; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

PREFERRED QUALIFICATIONS

• Bachelor’s Degree in Business, Public Administration or Education, or closely related field
• Experience working in departmental field.

CONDITIONS OF EMPLOYMENT

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

Other Qualifications

PHYSICAL DEMANDS

Tasks involve 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 (5-10 pounds).  Tasks may involve extended periods of time at a keyboard or work station. Some tasks require visual and sound perception and discrimination and oral communications ability.

WORK ENVIRONMENT

There is limited exposure to adverse 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.