Administrative Specialist - Support Services

WORKING FOR THE CITY OF MCKINNEY Working for the City of McKinney is more than just a job; it’s a chance to make a meaningful impact in the lives of others. Proudly recognized on the Top Workplaces USA list by USA TODAY, our team is dedicated to making McKinney one of the best places to work, live, and raise a family. Join us and start making a difference today. OUR CORE VALUES City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high-performance organization (HPO). SUMMARY OF POSITION The purpose of this position is to provide high level administrative support to Departmental Management. This is accomplished by maintaining an accurate and functional appointment calendar for the Director; coordination of meetings; responding to concerns and requests for information from citizens and employees; composing and preparing correspondence, memoranda, reports and other documents; processes accounts payable, budget, and financial documentation; and other duties as assigned. GENERAL EXPECTATIONS FOR ALL EMPLOYEES In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees. Learn and demonstrate an understanding of how team, department, and City goals are interconnected. Contribute to a positive work culture. Maintain regular and reliable attendance. Ability to assess his/her work performance or the work performance of the team. Contribute to the development of others and/or the working unit or overall organization. Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities. Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same. ESSENTIAL DUTIES AND RESPONSIBILITIES Provides high level administrative support to Departmental Management by relieving management of routine administrative tasks. Maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans. Responds to concerns and requests for information from citizens and employees. Composes and prepares correspondence, memoranda, reports, presentations and other documents. Handles accounts payable functions by receiving and paying approved invoices; copying, distributing and filing documents; ensuring remit addresses and vendor numbers are correct; producing receiving reports; resolving account discrepancies; reconciling credit card statements; and creating invoices for collections to be mailed to vendors. Completes purchasing processes by receiving, processing, inputting and printing purchase requisitions; receiving approval for requisitions by appropriate staff; providing purchase order copies; producing and submitting receiving reports; requesting change orders; receiving and inputting invoices into the city financial management system; maintaining spreadsheets; coordinating the closure of open purchase orders with division heads. Completes various clerical functions by compiling and verifying report data; maintaining files; completing photocopies; answering and directing phone calls; providing answers when knowledgeable; maintaining an inventory of office supplies; tracking complaints, issues and concerns; and producing and submitting correspondence. Monitors City Council agendas to ensure that department-wide agenda items are created, reviewed, and otherwise processed within specified timeframes. As assigned, assists Departmental Management in creating a department budget; monitoring the department budget by reviewing expenditures; keeping the Departmental Management abreast of budget changes and issues; posting detailed budgets; verifying unusual expenditures and reconciling monthly and annual financial statements; completing budget transfer requests; transferring funds to the necessary accounts; coordinating projected budget needs; developing and maintaining spreadsheets; creating budget drafts for individual divisions and the whole department; practicing sound budget management techniques; and attending meetings. Research and compiles information. Performs customer service functions and assists customers by providing timely, helpful and accurate information in a professional manner. Posts/updates departmental information on City/departmental web page, bulletin boards, or other locations. Maintains a file system of various files/records for the department; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents. Processes incoming/outgoing mail. Provides assistance or backup coverage for other employees or departments as needed. Comply with all written City policies and procedures. Adhere to assigned work schedule as outlined in City and department attendance policies and procedures. Drives vehicle to other City locations for meetings, etc. as required. Performs other functions as required. If Assigned to Main Street and McKinney Performing Arts Corporation Creating and preparing Main Street Board meeting Agendas. Creating and preparing McKinney Arts Commission Board meeting Agendas. Prepare monthly financials for private 501c3 McKinney Main St. Prepare City Council Agenda Items for McKinney Arts Commission. Reconcile Private 501c3 Main St Checking and Savings account through Quickbooks. If Assigned to Public Works - Support Services Requires a higher level of competency knowledge in Finance or Human Resource functions. Will provide aid and backup coverage to the Finance or Human Resource Analysts day-to-day tasks. Program Management (Fastenal, CDL, clothing and uniforms); plan and initiate programs, manage schedule and scope of work, and communicate discrepancies and provide improvements. KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS Ability to embrace and embody the City’s core values of Respect, Integrity, Service, and Excellence (R.I.S.E.). Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided. Ability to produce desired work outcomes, including quality, quantity, and timeliness. Ability to plan and organize work, time, and resources, and if applicable, that of subordinates. Ability to thrive in a fast paced, high-stakes work environment. Ability to maintain a professional, positive, and helpful attitude even in non-routine or stressful situations. Ability to create professional relationships with internal and external customers that can be utilized to realize positive outcomes. An ability to seek out and implement creative or innovative solutions to routine and non-routine situations or tasks. Ability to produce large volumes of accurate, timely and thorough work in extremely short timeframes. Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. Ability to apply principles of persuasion and/or influence over others in a supervisory capacity or in coordinating activities of a project, program, or designated area of responsibility. Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information. Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs. Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. Ability to exercise independent judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria. Skilled to manage complex projects quickly and efficiently. Skilled to prioritize, organize and complete workloads within specified deadlines with limited direction or oversight. Ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect. Ability to remain flexible and adaptable, especially during times of change or uncertainty. Communicate effectively both orally and in writing. Accept responsibility and accountability for his/her actions. MINIMUM QUALIFICATIONS High school diploma or GED supplemented by college level course work or vocational training in business administration and five (5) years of progressive experience providing high-level administrative support at the executive level. An equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job may be considered. Qualifications requirements also include proven proficiency in using Microsoft Office applications including Word, Excel, Powerpoint and Outlook (testing may be required) and the ability to communicate effectively. CONDITION OF EMPLOYMENT Valid Texas driver’s license. Pass a background check, drug screen and driver’s license check. PHYSICAL DEMANDS Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. WORK ENVIRONMENT There is limited exposure to environmental conditions. The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities. The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status. #J-18808-Ljbffr