What are the responsibilities and job description for the Administrative Assistant - Planning position at City of McKinney?
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 POSITIONThe Administrative Assistant provides administrative support to the Planning Department management team and staff. Primary responsibilities include, but are not limited to: providing general office support and customer service such as answering telephone calls, providing general information to the public, data entry, maintaining files and records, processing department mail and documentation; composing and preparing correspondence, memoranda and other documents, assisting with budget preparation and management; processing payroll; and providing general support and coordination for multiple boards including, preparing and posting meeting agendas, preparing board meeting materials and taking official public board meeting minutes; coordinating arrangements for meeting rooms/facilities, equipment, materials, meeting setup and cleanup. 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.
Perform other duties as assigned or directed.
Required Qualifications
KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS
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. Experience in setting up filing systems, operating office equipment (i.e. computer, scanner, etc.) and competency in Microsoft Office 365.
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
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 (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Physical Demands/Supplemental
WORK ENVIRONMENT
Performance of essential functions may require exposure to limited adverse environmental conditions, such as rude or irate customers.
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.
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 POSITIONThe Administrative Assistant provides administrative support to the Planning Department management team and staff. Primary responsibilities include, but are not limited to: providing general office support and customer service such as answering telephone calls, providing general information to the public, data entry, maintaining files and records, processing department mail and documentation; composing and preparing correspondence, memoranda and other documents, assisting with budget preparation and management; processing payroll; and providing general support and coordination for multiple boards including, preparing and posting meeting agendas, preparing board meeting materials and taking official public board meeting minutes; coordinating arrangements for meeting rooms/facilities, equipment, materials, meeting setup and cleanup. 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 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.
Perform other duties as assigned or directed.
Required Qualifications
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.
- 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.
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. Experience in setting up filing systems, operating office equipment (i.e. computer, scanner, etc.) and competency in Microsoft Office 365.
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
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 (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Physical Demands/Supplemental
WORK ENVIRONMENT
Performance of essential functions may require exposure to limited adverse environmental conditions, such as rude or irate customers.
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.