Administrative Assistant II - Public Works

City of Wylie; Wylie (TX); On-site; USD 36,000 - 54,000; Full time

Job summary

City of Wylie is seeking an Administrative Assistant II for the Public Works division. You will perform a range of administrative duties including scheduling, customer service, budget support, travel arrangements, and file management.

The role requires a High School Diploma or equivalent and 2–3 years of related experience; municipal experience is preferred and NIMS training is required after hire. TLETS certification may be needed for Fire/Police assignments.

Qualifications

• High School Diploma or equivalent.
• Two to three years of experience as an administrative secretary or equivalent.
• Municipal administrative experience preferred.
• Advanced training in secretarial functions, desktop publishing software, word processing software and spreadsheet software.
• Working knowledge and experience with Incode software preferred.
• Completion of National Incident Management System (NIMS) training courses as outlined by Emergency Management after hire.
• Texas Law Enforcement Telecommunications System (TLETS) certified or the ability to become certified to use TLETS within one year if assigned to Fire or Police.

Responsibilities

• Assist in organizing meetings, maintain calendar and handle correspondence.
• Provide customer service and respond to inquiries and complaints.
• Assist in budget preparation, process invoices and payments, and track budget data.
• Coordinate travel arrangements and prepare requisitions; maintain office supplies.
• Update department website and post agendas/minutes; prepare reports and datasets.
• Maintain files, perform data entry, and use accounting/word processing software.
• Assist payroll processing and ensure confidentiality and adherence to policies.

Skills

Customer service

Administrative support

Communication

Education

High School Diploma or equivalent

Tools

Incode

Accounting software

Reservation/scheduling software

Adobe

Website software

Reporting software

Job description

Why work for the City of Wylie?

The reason we exist is to serve our residents and guests. By combining our unique talents to ensure the preservation of the small town feel of our area, we are committed to building and sustaining a safe community where economic development and neighborhood enrichment can flourish while creating an unparalleled experience for all.

How we accomplish our mission:

Leveraging the diversity of our workforce to continually think and do things differently, the City of Wylie invests in the development of our employees by providing them with a working environment that serves to enhance their personal happiness and elevate their professional goals.

The City of Wylie's Public Works division is seeking an Administrative Assistant II. The selected applicant will perform administrative assistant duties for the Public Works division requiring above-average administrative skills, considerable discretion, confidentiality and specialized knowledge of the assigned department. The selected applicant will organize meetings, provide customer service, respond to inquiries and complaints, maintain a calendar of activities, assist in budget preparation, maintain the office and orders necessary supplies, make travel arrangements, types requisitions, assists in telephone responsibilities and maintains requested files.

Supervision is provided by the Department Head.

Public Works Department works four ten hour days.

• Assists public and staff, by telephone or in person, with questions requiring knowledge of department programs, policies and procedures.
• Writes legibly when taking messages; screens calls with tact and courtesy.
• Initiates and composes correspondence and memoranda, often of a technical and/or confidential nature, using office and word processing equipment. Routes and answers routine correspondence not requiring the Department Head’s attention. Consults and reviews correspondence prepared by others for Department Head’s signature.
• Organize and schedules various meetings, coordinates and conducts special meetings and/or events, sets up conference calls, prepares meeting materials, ensures meeting rooms are arranged, takes minutes at meetings and/or transcribes dictation.
• Updates department website as needed and posts agendas and meeting minutes.
• Organizes and coordinates the preparation of various brochures, newsletters, and handbooks as directed.
• Researches, compiles and arranges administrative and statistical data. Prepares reports on assigned projects, gathering necessary information and summarizing data.
• Plan and organize travel itineraries, including flights, accommodations, and ground transportation. Ensures all travel logistics are well-coordinated.
• Organizes, searches and maintains hard copy and electronic files associated with the assigned department. Maintains historical records by filing and retrieving documentation, preserving sensitive information, ensuring confidentiality, producing file folders, and tracking documentation and files. Files and retrieves from file cabinets.
• Heavy use of spreadsheet, word processing, accounting software, reservation/scheduling software, advanced versions of Adobe, website software and reporting skills.
• Assists with department budgetary responsibilities by coordinating and assisting in the implementation of the budget; monitoring the budget when appropriate; assigning account codes; ensuring invoices, check requests and submission of payments are processed; processing purchases and/or expense reports; maintaining petty cash accounts and documenting data as appropriate.
• Receives, screens and organizes payroll records submitted to the department and assists in preparation of payroll records for employees within the department.
• Performs as a responsible steward of the public trust and strives for excellence in public service, enhancing the quality of life for all.
• Acts in a civil, respectful manner at all times to management, co-workers and others.
• Performs other duties as may be assigned.

High School Diploma or equivalent. Two to three years of experience as an administrative secretary or equivalent. Municipal administrative experience preferred. Advanced training in secretarial functions, desktop publishing software, word processing software and spreadsheet software. Working knowledge and experience with Incode software preferred.

Completion of National Incident Management System (NIMS) training courses as outlined by Emergency Management after hire.

When assigned to Fire or Police:

Texas Law Enforcement Telecommunications System (TLETS) certified or the ability to become certified to use TLETS within one year.

PHYSICAL STRENGTH REQUIRED

Low: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly.

PHYSICAL ACTIVITIES REQUIRED

Bending, Carrying, Fine Dexterity, Handling, Hearing, Lifting, Pushing/Pulling, Reaching, Standing, Talking, Twisting, Vision, Walking, Climbing, Crouching, Kneeling, Sitting

PRIMARY WORK ENVIRONMENT:

Indoors

SHIFT WORK:

No

CALL-OUT:

No