Administrative Assistant - Golf Course

City of Allen; Plano (TX); On-site; USD 26,000 - 38,000; Full time

Job summary

City of Allen in Plano, TX seeks an administrative support specialist to provide front-desk customer service, answer inquiries, and assist departments with routine tasks in a fast-paced municipal office.

You will handle mail, records, and reporting, input data into AS400/HTE systems, and coordinate scheduling while maintaining accuracy and confidentiality.

The role requires a high school diploma and one year of relevant experience; hours are Monday–Friday with potential minor variations.

Qualifications

• High School Diploma or equivalent with one year of relevant experience.
• Ability to read and interpret documents, write reports and letters.
• Strong data entry and clerical skills; ability to handle multiple tasks.

Responsibilities

• Answers questions from citizens and applicants; handles correspondence and reports.
• Provides customer service, manages information flow, processes purchasing and invoices.
• Schedules appointments, types and prepares reports, maintains inventories and records.
• Coordinates reservations and scheduling with appropriate staff and entities.

Skills

Reading ability

Arithmetic

Writing reports

Interpersonal skills

Follow instructions

Education

High School Diploma or equivalent

Tools

Reservation software system

HTE system

AS400 system

Job description

HIRING RATE: $18.7778 - $23.0036

FULL SALARY RANGE: $18.7778 - $27.2293

Check out the Courses at Watters Creek

THIS POSTING MAY CLOSE AT ANY TIME ONCE A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED

Join the City of Allen—a vibrant community of over 100,000 residents where strong economic growth, excellent schools, and an exceptional quality of life make it a great place to live, work, and play.

Our mission is simple: “To achieve excellence in managing community development and city services, continually enhancing the quality of life and public confidence.”

At the City of Allen, our employees bring the PRIDE values to life:

• People First –Prioritizing others
• Respect –Treating everyone with courtesy and dignity
• Integrity –Serving with honesty and trust
• Deliver –Following through and exceeding expectations
• Excel –Driving innovation and continuous improvement

We do Work that MATTERS! Join a team that serves our community and makes a real impact every day. Learn more about the City of Allen at allentx.gov.

The purpose of this position is to provide support to department operations. This is accomplished by coordinating and completing numerous activities related to the City and its departments. Other duties may include providing assistance to departments, completing customer service activities, providing various administrative services, maintaining records and database and interfacing with other City employees and citizens. This position does not provide direction to other employees.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Supports the department by answering questions from citizens, applicants, employees, handling correspondence, distributing mail, writing memos and letters, making copies, utilizing computer programs and software, generating and distributing reports for the department and processing purchase orders.
• Provides customer service by greeting and assisting customers and visitors, managing the flow of information for the department, overseeing purchasing, petty cash levels, finance records and ambulance run billing, entering data into HTE and AS400 systems, setting up blanket purchase orders, answering incoming calls, routing calls to the correct office or person, copying and distributing messages within the office, assisting customers with complaints by phone and making calls for the department when necessary.
• Completes numerous administrative services by scheduling appointments, typing, proofreading and preparing reports, preparing and distributing work orders, participating in the duties relating to department administration, maintaining department inventories, ordering and maintaining office equipment and supplies, completing numerous clerical and secretarial services.
• Responds to customer inquiries regarding the reservations process and schedules reservations through the reservation software system as requested by the customer; coordinates staff support with the appropriate operations supervisor. Interacts with local youth sports organizations in scheduling field/facility usage, maintains schedule changes and subsequent invoicing of fees at season's end.

Education and Experience

Work requires broad knowledge in a general professional or technical field. Education and experience that provide the necessary knowledge and skills may also be considered, but a typical way to qualify is by obtaining:

• High School Diploma or equivalent with one (1) year of relevant experience

Conditions of Employment

• Safe driving record and Valid Texas Driver’s License
• Clear criminal background check and pre‑employment drug screen

Hours/Work Schedule

• Monday – Friday. Work hours are flexible.

• Schedule may be modified if department needs arise.

Overall Physical Strength Demands

This role requires the physical ability to perform the essential functions of the position. Reasonable accommodations are available as needed. Typical requirements include:

• Frequent walking, standing, bending, or reaching.

• Lifting/carrying up to 20–25 lbs.
• Requires moderate hand and arm coordination (typing, handling small tools).

Skills, Knowledge and Abilities

• Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self‑study.
• Ability to perform the four basic arithmetic operations. Ordinarily, such education is obtained in elementary school up to high school. However, it may be obtained from experience and self‑study.
• Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self‑study.
• Receives directions: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results with some discretion when making selections among a few, easily identifiable choices. Assignment is reviewed upon completion.
• No responsibility for the direction or supervision of others.
• Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.
• Interpersonal / Human Relations Skills Discussion Frequent: From 21% to 50% of work time.

This job description does not constitute an employment agreement between the City of Allen and employee and may be revised by the employer as needed.

The City of Allen is an equal opportunity employer and does not discriminate against any employee or applicant on the basis of race, color, national origin, sex, religion, age, disability, genetic information, or military status in employment or in the provision of services.

The City of Allen participates in the federal e‑Verify program to confirm the employment eligibility of all new hires. All applicants must be legally authorized to work in the United States.