Administrative Assistant - Support Services

City Of McKinney Job Opportunity

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 in 2024, 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 are 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.

Under direct supervision by the Support Services Manager, the purpose of this position is to perform routine clerical duties and administrative work requiring specialized knowledge of the Public Works Department's operations and procedures. This position is responsible for providing multifaceted administrative support to the supervisor and divisions.

General expectations for all employees include:

• 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 include:

• Complies with all written City policies and procedures.
• Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.
• Performs a variety of administrative functions for Public Works; administrative/secretarial support for management and/or staff of Public Works. Relieves management staff of routine administrative tasks. Updates SOP's, department policies and procedures, and documents.
• Performs special projects, analyzes data, researches alternatives, and makes recommendations to ensure efficient department operations.
• Answers telephone calls and greets visitors, directs citizens and city employees with questions, and responds appropriately to general inquiries and complaints by taking appropriate corrective action. Performs data entry functions by entering residents service requests into workorder system notifying supervisors of residents' concern/issue.
• Provides administrative support for Board, Commission, committee, or other meetings. Prepare meeting agendas, packets, and related documentation.
• Coordinates arrangements for meeting rooms/facilities, schedules meetings and appointments, monitors schedule and calendar, and coordinates all travel arrangements.
• Assists in entering requisitions/FPO's and preparing financial documentation: reviews invoices for accuracy and researches discrepancies, receives invoices into system and forwards documentation to accounts payable, and assists in monitoring expenditures to ensure compliance with approved budget.
• Prepares various reports; composes, types, and edits correspondences. Operates a computer with experience in utilizing Microsoft office; Word, Excel, and PowerPoint.
• Assists with event planning; researching appropriate venues, coordinating with vendors, order catering, help with setup and take down, creates and disperses marketing materials.
• Maintains current manuals, City ordinance manuals, directories, and other reference materials.
• Provides technical and administrative support as determined by supervisor.
• Provides assistance and backup coverage for other employees or divisions as needed.
• Performs other duties as assigned or directed.

Knowledge, skills, abilities, and behaviors include:

• Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
• The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Builds professional relations with internal staff and customers.
• Offer flexibility and adaptability, especially during times of change.
• Communicate effectively both orally and in writing.
• Assists other employees and divisions as necessary.

Minimum qualifications include:

• High school diploma or GED is required.
• Three (3) years of progressive administrative experience and/or training.
• Proficiency in Microsoft Word, Excel, and Outlook is required.
• Must pass a drug screen and background check.
• Must have Class C Texas Driver's License

Physical demands include:

• Tasks require the ability to exert physical effort in light to strenuous work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials (20-40 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
• Work environment has limited exposure to environmental conditions.

The City offers a full complement of benefits including:

• Health Insurance: Medical, Dental, Vision Insurance, Health Savings Account (HSA), Flexible Spending Medical and Childcare Account (FSA), Mental Health Care and Employee Assistance Program (EAP), City-paid and Voluntary Life Insurance, City-paid and Voluntary Long Term Disability Insurance, Supplemental Insurance through Aflac
• Additional Benefits: Legal Services through Legal Shield, Tuition Reimbursement (up to $10,000 per year), Wellness Program (earn up to $600 per year)
• Retirement: Texas Municipal Retirement System (TMRS) with mandatory 7% employee contribution, City match 2:1, 5 year vesting, Retire after 20 years of service, or age 60 with 5 years of service, 457(b) Deferred Compensation Plans
• Paid Time Off (PTO): Paid Vacation (80 hours per year for new hires; tiered increases after 2 yrs), Sick Leave (135 hours per year for yourself and immediate family), Paid Parental Leave (80 hours for birth, adoption, or placement of a child in foster care), Ten Paid Holidays, Personal Day, Optional compensatory time for hourly employees, Compensatory time for salaried employees