Senior Administrative Specialist

City of Irving; Irving (TX); On-site; USD 41,000 - 57,000; Full time

Job summary

City of Irving is seeking an experienced administrator for the Inspections Department to support budget processes, manage information across databases, and prepare reports and presentations. The role includes council agenda items, liaison duties, and clerical support for boards.

Requires an associate degree or equivalent and five years of related experience; proficiency with Microsoft Office and experience with Munis, MinuteTraq, ESO, Telestaff, Vector Solutions, Everbridge, Docusign, and Onbase

Qualifications

• Associate degree or equivalent required.
• Five years of related experience preferred.
• Proficiency with Microsoft Office products is required; familiarity with Munis and MinuteTraq is beneficial.

Responsibilities

• Create and update information from multiple databases and report department KPI s using data analysis.
• Provide administrative support during the department’s annual budget process, including data gathering and preparing budget reports.
• Prepare and submit council agenda items in MinuteTraq; act as department liaison for Legal Services Requests and Administrative Awards.
• Prepare and proof informational packets, presentations, spreadsheets, and annual reports.
• Provide clerical support for boards and committees, including attending meetings and transcribing minutes.
• Notarize documents; contact outside agencies to obtain answers to predefined questions and assist with customer surveys and internet research.
• Coordinate departmental community outreach efforts and presentations.

Education

Associate degree or equivalent

Tools

Microsoft Office

Munis

MinuteTraq

ESO

Telestaff

Vector Solutions

Everbridge

Docusign

Onbase

Job description

Duties include creating and updating information from various databases; reporting the department’s key performance indicators utilizing data and analytic skills; providing administrative support during the department’s annual budget process, including gathering and compiling data, preparing budget-related reports, and organizing supporting documentation; preparing and submitting council agenda items in MinuteTraq; serving as departmental liaison regarding Legal Services Requests and Administrative Awards; preparing and proofing informational packets, presentations, spreadsheets, and annual reports; providing clerical support for boards and committee meetings, which includes attending meetings and recording / transcribing minutes; and executing special projects as assigned. Additional duties include notarizing documents; contacting outside agencies and individuals to find answers to pre-determined questions, which includes completing customer surveys and conducting internet research; and coordinating departmental community outreach efforts and presentations. An Associate degree or equivalent, and five years of related experience required. Must be proficient with Microsoft Office products. Experience with Munis, MinuteTraq, ESO, Telestaff, Vector Solutions, Everbridge, Docusign, and Onbase beneficial.

PAY GRADE GG20 / FULL PAY RANGE $29.47 - $41.52 PER HOUR

The full job description for this position and all other City of Irving job classifications are available online. to access the list of job titles.

The mission of the Inspections Department is to serve developers and contractors in meeting their goals and to verify code and ordinance compliance to protect the public. The Inspections Department issues building and related permits and inspects both new construction and remodels.

The City of Irving strives to be the most inclusive, welcoming, respectful and understanding municipal organization in North Texas. Irving is home to one of the most diverse ZIP codes in the nation, with many religions, races, nationalities and beliefs represented. The city acknowledges that its employees’ diversity make them uniquely qualified to serve. This is achieved by building and nurturing an employment base that better reflects the races, cultures, faiths, gender identities, generations and philosophies of the community. The goal is to create programming and engagement opportunities, implement best and emerging practices, and foster an environment of understanding and respect. This allows for equitable access to programs and services, removal of barriers for engagement, and a culture of safety, trust and belonging.