Management Assistant presso City of Colleyville, TX

About the Department

Under limited supervision, the purpose of this job is to provide technical and professional assistance and administrative support to their respective department related to the development and coordination of the daily operations and various City-wide activities.  Work is performed under general direction and requires initiative and independent judgment.

Position Duties

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification.  It is not necessarily descriptive of any one position in the class.  The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.

• Provides professional-level administrative support to all positions in the department as needed.
• Coordinates communication between the office and all levels of staff by providing open and clear communication, both orally and in writing.
• Reviews and screens correspondence; receives and screens telephone calls and visitors; initiates and composes correspondence and memoranda. 
• Responds to customers by providing information, answering questions and referring customers to appropriate resources; researches questions, topics or difficult citizen inquiries; provides timely and accurate feedback to relevant parties; tracks issues from conception to finalization and informs appropriate staff of the findings.
• Monitors public concerns and provides reports to management; organizes and communicates management’s instructions and desires to various individuals and/or department managers.
• Demonstrates continuous effort to enhance communications, solve problems, improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Maintains departmental budget; monitors expenditures to ensure proper spending; provides appropriate documentation of budget revisions as needed; processes invoices and purchase orders; processes department payroll and accounts payables.
• Performs project management and oversight by researching and analyzing information, compiling results, developing reports, creating presentations for assigned Assistant City Manager, Director or Manager, and tracking project timelines, dues dates, and milestones.
• Coordinates and acts as liaison on special projects and programs as directed; may represent the City on special community projects, various associations, organizations, boards or committees.
• Researches and analyzes new programs; organizes and performs logistical tasks in preparation for special events and activities; coordinates details on various projects and provides assistance on special projects as required.
• Researches, compiles and analyzes information pertaining to various topics; prepares weekly, monthly, annual, special reports, and/or agenda items for City Council meetings as well as presentations as directed.
• Maintains records and retains documents according to retention procedures; provides general office administrative support as directed.
• Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
• Regular and timely attendance are required for this position.
• Must report to work for duty outside normally scheduled work hours in response to natural disasters, emergencies or critical incidents as determined by City Administration.

• Communications support such as coordination of E-Newsletter, utility bill newsletter, and website content updates
• Staff support, agendas, and minutes for various internal staff committees
• Staff support, tracking, and documentation coordination for certain economic development grant programs

Minimum Qualifications

• Requires High School diploma or GED equivalent supplemented by specialized courses/training equivalent to completion of two (2) years of college and five (5) years of administrative experience or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities to successfully perform the essential functions of the job.
• Must possess and maintain a valid State of Texas Driver's License.