PW Admin Assistant

City-of-Deniso; Denison (TX); On-site; USD 28,000 - 36,000; Full time

Job summary

The City of Denison, Texas, is seeking a skilled administrative assistant to provide secretarial support to Managers, Supervisors, and Divisions of Public Works. Under general supervision, you will type, proof memos, organize files, handle travel arrangements, and assist with reports and meetings.

You will manage phones, mail, data entry in billing and project systems, maintain records, archive documents, and back up other divisions as needed.

Qualifications

• Previous office and accounting experience or equivalent educational experience.
• Ability to communicate effectively.
• Knowledge of software applications including Microsoft Office suite of programs.
• Ability to understand and follow oral and written instruction.
• HS Diploma or equivalent.
• Valid Driver’s License with a sufficient record for coverage by City’s auto liability carrier.
• Previous Customer Service experience.

Responsibilities

• Secretarial duties: typing, proofreading, memos, letters, reports, and contracts.
• Organize and maintain department files per retention schedules and inputs into binders.
• Make travel arrangements for meetings, seminars, and conferences.
• Monitor projects, prepare reports, and input data into billing and work order systems.
• Handle accounts receivable tasks including billing setup, audits, and payments.
• Provide general support: phones, mail, and relay information to divisions.
• Greet visitors, manage the phone console, and direct calls appropriately.
• Assist with meetings: coordinate attendees, spaces, and materials.

Skills

Billing math

Office software

Confidentiality

Discretion

Communication skills

Record keeping

Instruction following

Team coordination

Attendance reliability

Education

HS Diploma

Tools

Microsoft Office

Billing software

Database applications

Work order systems

Job description

Under general supervision and working as part of a team, performs duties and tasks as necessary to provide secretarial and administrative support to assigned Managers, Supervisors, and Divisions of Public Works as needed, or requested.

ESSENTIAL FUNCTIONS

1. Perform secretarial duties including; typing and proofing memos, letters, reports and contracts; organizing and maintaining department files in compliance with State and City retention schedules; taking notes and transcribing; collecting and formatting data; collecting, collating, and inserting information into binders; and making travel arrangements for meetings, seminars and conferences.
2. Performs various administrative duties related to the specific functions of the assigned Section or Department by monitoring and reporting on specific projects, preparing reports, and inputting data into billing software, project management, and work order systems.
3. Performs various account receivable tasks related to the functions of Public Works including, but not limited to: billing account setup, audits, payment processing, and reporting.
4. Provides general secretarial and administrative support to all Divisions of Public Works, by answering telephones, receiving, and distributing mail, and relaying information to the appropriate Division.
5. Greet all individuals, including members of the public, and be responsible for contacting staff as needed for visitors or deliveries. Manage the console telephone system for all incoming calls and direct to the appropriate staff.
6. Assists with setting up meetings by contacting attendees, coordinate dates/times, reserving and preparing meeting spaces, assisting with the preparation of presentation documents and other meeting materials, and escorting attendees to meeting locations when needed.
7. Assists with the preparation of official information packets for City Council meetings by collecting and organizing documents, writing and proofing staff reports, uploading documentation, creating slides for making copies, and sorting and labelling information.
8. Maintain Department records and historical documents by archiving documents according to the Texas State Records Retention Schedule and preserving records within Laserfiche.
9. Performs back-up secretarial support duties for other Divisions within Public Works when needed by answering telephones, receiving and distributing mail, obtaining signatures, as well as other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES

1. Knowledge of basic mathematics related to billing.
2. Knowledge of computer software including word processing, spreadsheet, work order, billing, and database applications.
3. Knowledge of safe work practices and hazards associated in the public right of way and on construction sites.
4. Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
5. Ability to handle sensitive interpersonal situations calmly and tactfully.
6. Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provision of the Freedom of Information Act and other applicable State and Federal statutes and regulations.
7. Ability to maintain accurate records and prepare clear and concise reports.
8. Ability to understand, prepare, and implement technical and general instructions.
9. Ability to communicate clearly and concisely, both orally and in writing.
10. Ability to maintain timely, consistent attendance and respond to emergencies during evenings, weekends, and holidays.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

MINIMUM REQUIRED QUALIFICATIONS

• Previous office and accounting experience or equivalent educational experience.
• Ability to communicate effectively.
• Knowledge of software applications including Microsoft Office suite of programs.
• Ability to understand and follow oral and written instruction.
• HS Diploma or equivalent.
• Valid Driver’s License with a sufficient record for coverage by City’s auto liability carrier.
• Previous Customer Service experience.

PREFERRED QUALIFICATIONS

• Experience in municipal government in an administrative capacity.
• Certification in bookkeeping, budgeting, accounting, or related field.
• Bilingual English/Spanish proficiency.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Employee Services.

• Ability to withstand frequent standing and walking.
• Ability to bend, climb, reach overhead and below shoulder level while performing job duties.
• Ability to sit for long periods of time operating a computer terminal including mouse and keyboard.
• Ability to step up or down to enter or exit City properties.
• Exertion of up to 25 lbs of force
• Ability to hear and vocally communicate well enough for the phone console.