Administrative Assistant II - Development Services

Administrative Support

Responsible for performing basic-to-moderate administrative and technical duties to support the department ensuring excellent customer service.

Essential Functions and Other Important Duties

ESSENTIAL FUNCTIONS Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. DUTIES

• Provide administrative support for the department, including but not limited to maintaining assigned department personnel and conference room calendars, arranging meetings, conferences and travel, organizing and monitoring common areas and conference rooms, and covering for other administrative staff
• Perform routine office duties, including but not limited to, greeting, and providing phone, electronic and face-to-face support to customers, appropriately directing internal and external customers, resolving customer questions and/or concerns, ordering and monitoring supplies, and handling incoming and outgoing mail.
• Prepare agenda items, minutes, meeting notes, resolutions, and other related materials, as directed.
• Enter agenda items for Board, Commission, committee, and other applicable meeting through Legistar; attend Board, Commission, and other meetings, as directed.
• Process purchase orders and check requisitions.
• Assist with processing and monitoring Open Records Requests, as directed.
• Assists with maintenance of official documents and retention including monitoring records, storage in system-of-record locations, and following record destruction policy and procedure
• Process and monitor Facilities Management requests and other equipment needs

SUPERVISORY/BUDGET RESPONSIBILITIES

• None.

OTHER DUTIES Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Requirements

EDUCATION, EXPERIENCE AND LICENSES/CERTIFICATIONS

• High School diploma or equivalent; and,
• Two (2) years' administrative experience in customer service, public contact, discretionary decision-making, handling of confidential matters, or related field;

OR

• Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.

REQUIRED SKILLS/ABILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Knowledge of applicable Federal, State, and Local Government laws, ordinances, and regulations.
• Knowledge of office procedures and standard office equipment.
• Skill in analyzing, researching, and compiling data and thoughts to solve problems.
• Skill at the beginning level, working with applicable Microsoft Office 365 products, and other software systems to complete work.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Skill in providing exceptional service to both internal and external customers.
• Skill in identifying routine problems and implement solutions within policy and standardized practices.
• Ability to work independently and in group settings to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
• Ability to establish and maintain effective interpersonal relationships.
• Ability to use software to create spreadsheets and databases, complete word processing, process work orders and access databases.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to handle records and complex situations of a confidential nature.
• Ability to handle difficult and stressful situations with professional composure and confidentiality.
• Ability to communicate effectively, both in oral and written forms, for the needs of the audience.

CONDITIONS OF EMPLOYMENT

• Must have and maintain a valid Class "C" Driver's License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class "C" driver's license and state required minimum automobile liability insurance within 90 days of hire per state law).
• Must pass a drug test, driver's license check, criminal history background check, employment history verification, and social security number verification.

Environmental Factors and Conditions/Physical Requirements

SAFETY

• Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.
• Follow established safety procedures and techniques to perform job duties including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in work area and/or any conditions that are not immediately correctable to supervisor.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

• Safety Sensitive (Subject to random drug testing): No.
• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and moderate twisting; occasional standing, stooping, squatting, kneeling, bending, and pushing/pulling.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Lifting no more than 20 pounds and carrying up to 10 pounds.
• Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Travel: Travels to City of Denton buildings and professional meetings as required.
• Attendance: Regular and punctual attendance at the worksite is required for this position. After hours and evening work may be required.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

CORE VALUES

• Inclusion
• Collaboration
• Quality Service
• Strategic Focus
• Fiscal Responsibility

TOP TIER BENEFITS

• Medical, dental, vision, coverage in addition to life and disability insurance plans
• Employee Health Clinic
• Paid Vacation Days and Paid Holidays
• Retirement Plan

EEO STATEMENT City of Denton is an equal opportunity employer. It is the policy of the City of Denton to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity. All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity.

ADA/EOE/ADEA This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice.

E-Verify: The City of Denton participates in the federal E-Verify program in order to verify a new employee's authorization to work in the United States. Applicants must be lawfully authorized to work in the U.S.