Administrative Assistant - 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 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
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.

SUMMARY OF POSITION
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 
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

• 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

• 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
Any work related experience resulting in acceptable proficiency levels in the below Minimum Qualifications may be an acceptable substitute for the below specified education and experience requirements.
 
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. 
 
CONDITIONS OF EMPLOYMENT

• Must pass a drug screen and background check.
• Must have Class C Texas Driver’s License

PHYSICAL DEMANDS
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
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.