ADMIN SECRETARY I - FACILITY MAINTENANCE

Gfoat; Richardson (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

The City of Richardson is seeking an experienced administrative professional to support the Capital Projects team. Under supervision, you will handle confidential clerical work, assist with capital improvement contracts, and oversee the right-of-way permits process.

You will also manage payroll, invoices, procards, and general office duties, including greeting the public and providing information on policies and procedures. Strong communication and multi-tasking are essential.

Qualifications

• Four years of general secretarial experience or related field.
• Must be proficient in Microsoft Outlook, Word and Excel; access to Lotus Notes and PowerPoint preferred.
• Ability to work independently and in a team environment.

Responsibilities

• Greet the public and direct visitors to conference rooms.
• Process payroll, work orders, invoices and procurement cards for the department.
• Assist in preparing contracts, agreements and bonds; support budget and purchasing tasks.
• Answer phone lines, take messages, and communicate information clearly.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Access

PowerPoint

Lotus Notes

Education

Associate or Bachelor’s Degree preferred

High School Diploma required

Notary Public certification within 6 months

Tools

Telephone console

Calculator

Job description

JOB SUMMARY

Under supervision of the Senior Capital Projects Contract Administrator or assigned, perform advanced clerical work requiring a specialized knowledge of departmental operations. Assist with capital improvement construction contracts. Oversee the City’s right-of-way permits process. Process department payroll, work orders, invoices and procards. Operate multi-line telephone console. Serve as back-up relief for department receptionist with frequent, direct public interaction. Perform other related work as required.

ESSENTIAL JOB FUNCTIONS

Greet the public, and conduct visitors to conference rooms, multi-tasking effectively as needed. Serve as back-up relief for department receptionist. Process payroll, work orders, invoices and procards for the department. Assist in preparation of contracts, agreements and bonds. Assist with budget, bookkeeping, purchasing, and financial aspects of the department. Answer department telephone lines, directing calls and writing out messages. Distribute copies of memorandums, letters and reports. Oversee the City’s right-of-way permits process. Operate computer, calculator, binding machine, paper cutter, fax machine, copy/scanning machine in performing routine duties. Act as backup operator for department copying machines; contact copying machine repair service when necessary. Perform secretarial and clerical functions of an important phase of City operations requiring considerable discretion and specialized knowledge. Assist the public in person or on phone with questions requiring knowledge of policies and procedures. Type and mail correspondence as directed. Type forms, charts, statements, letters and/or memos; search files, assemble information, arrange index and file fees, assures submittal of construction bonds and affidavits, and files accordingly. Utilizes electronic mail and voice mail for efficient transfer of information. Maintain supply cabinet for department, which requires climbing a ladder and retrieving reams of paper and boxes of stationery supplies by reaching up to overhead cabinets as needed. Lift, carry, and hold up to 10 pounds of office supplies; push and pull up to 30 pounds of office equipment. Read typed, printed, and handwritten materials. Answer questions effectively. Communicate courteously and effectively with other City employees, officials, contractors, and the public, verbally and in writing, in the English language. Use tact and diplomacy, and maintain effective working relationships with others. Efficiently and safely operate, care for, and maintain appearance of assigned area and equipment. Some extended hours may be required.

OTHER JOB FUNCTIONS

Prepare departmental payroll and invoices for payment. May maintain supervisor’s appointment calendar, reserve meeting rooms, and make travel arrangements and room accommodations.

REQUIRED DEGREES, CERTIFICATES AND/OR LICENSES

High School Diploma required, Associates or Bachelor’s Degree is preferred. Must be certified as a notary public or be able to obtain certification within 6 months of employment.

EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS

Four years of experience required in general secretarial work, or extensive experience in related field or equivalent combination of education and experience. Must be proficient in Microsoft Outlook Word and Excel; proficiency in Access, Lotus Notes, and PowerPoint preferred. Experience required in operating a calculator and telephone console. Must be able to work independently and also work effectively in a team environment. Must be adaptable, able to work in changing environment, and able to efficiently perform multiple tasks simultaneously. Must have experience in dealing with the public, and ability to communicate courteously and effectively with others.