Administrative Assistant - Golf Course

Join the City of Allen—a vibrant community of over 100,000 residents where strong economic growth, excellent schools, and an exceptional quality of life make it a great place to live, work, and play.

Our mission is simple: “To achieve excellence in managing community development and city services, continually enhancing the quality of life and public confidence.”

At the City of Allen, our employees bring the PRIDE values to life:

• People First – Prioritizing others
• Respect – Treating everyone with courtesy and dignity
• Integrity – Serving with honesty and trust
• Deliver – Following through and exceeding expectations
• Excel – Driving innovation and continuous improvement

We do Work that MATTERS! Join a team that serves our community and makes a real impact every day. Learn more about the City of Allen at allentx.gov.

• Supports the department by answering questions from citizens, applicants, employees, handling correspondence, distributing mail, writing memos and letters, making copies, utilizing computer programs and software, generating and distributing reports for the department and processing purchase orders.
• Provides customer service by greeting and assisting customers and visitors, managing the flow of information for the department, overseeing purchasing, petty cash levels, finance records and ambulance run billing, entering data into HTE and AS400 systems, setting up blanket purchase orders, answering incoming calls, routing calls to the correct office or person, copying and distributing messages within the office, assisting customers with complaints by phone and making calls for the department when necessary.
• Completes numerous administrative services by scheduling appointments, typing, proofreading and preparing reports, preparing and distributing work orders, participating in the duties relating to department administration, maintaining department inventories, ordering and maintaining office equipment and supplies, completing numerous clerical and secretarial services, providing assistance to other departments and special projects as requested, and preparing and filing misdemeanor cases with District Attorney's office, reviewing cases for investigators, and assisting in serving subpoenas.
• Maintains records and databases by updating and maintaining files and records, including training files, incoming cases and TCIC updates for the Police Department, creating and maintaining databases, obtaining and entering information into databases, compiling and preparing information for reports and researching for information in files and databases.
• Responds to customer inquiries regarding the reservations process and schedules reservations through the reservation software system as requested by the customer; coordinates staff support with the appropriate operations supervisor. Interacts with local youth sports organizations in scheduling field/facility usage, maintains schedule changes and subsequent invoicing of fees at season's end.

Education and Experience

Work requires broad knowledge in a general professional or technical field. Education and experience that provide the necessary knowledge and skills may also be considered, but a typical way to qualify is by obtaining: 

• High School Diploma or equivalent with one (1) year of relevant experience

Conditions of Employment

• Safe driving record and Valid Texas Driver’s License
• Clear criminal background check and pre-employment drug screen

Hours/Work Schedule

• Monday – Friday. Work hours are flexible.

• Schedule may be modified if department needs arise.

• Frequent walking, standing, bending, or reaching.

• Lifting/carrying up to 20–25 lbs.
• Requires moderate hand and arm coordination (typing, handling small tools).

• Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
• Ability to perform the four basic arithmetic operations. Ordinarily, such education is obtained in elementary school up to high school. However, it may be obtained from experience and self-study.
• Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
• Receives directions: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results with some discretion when making selections among a few, easily identifiable choices. Assignment is reviewed upon completion.
• No responsibility for the direction or supervision of others.
• Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.
• Interpersonal / Human Relations Skills Discussion Frequent: From 21% to 50% of work time.

This job description does not constitute an employment agreement between the City of Allen and employee and may be revised by the employer as needed. 

The City of Allen is an equal opportunity employer and does not discriminate against any employee or applicant on the basis of race, color, national origin, sex, religion, age, disability, genetic information, or military status in employment or in the provision of services.

The City of Allen participates in the federal e-Verify program to confirm the employment eligibility of all new hires. All applicants must be legally authorized to work in the United States.