Administrative Assistant - Public Services

Position Summary

Performs clerical duties and provides administrative support and assistance for the assigned department/division. Assists other department/division personnel as needed.

Distinguishing Characteristics: Under direct supervision, performs entry-level professional duties. Employees at this level initially work under close supervision while performing duties and learning the procedures related to the assigned area of responsibility.

Essential Functions

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs clerical duties and provides administrative support for the assigned area of responsibility, such as managing calendars and schedules, screening calls, arranging appointments, meetings, and conferences, as directed.
• Answers telephone; routes calls to appropriate person; places calls; greets visitors and responds to inquiries; gives and relays information as needed.
• At select locations will dispatch service calls by radio and monitor gate calls/cameras
• Composes memos; takes notes in meetings and transcribes notes as needed.
• Organizes, scans, and updates files and records as required.
• Assists in the preparation of budgets, prepares expenditure estimates, and gathers and organizes supporting data.  Monitors individual accounts within these budgets to track expenditures.
• Establishes and maintains appropriate databases, including physical and electronic files for the department.
• Prepares reports as directed.
• Initiates correspondence on a variety of matters requiring an understanding of department and City policies, procedures, and ordinances.
• Enters payroll hours into the financial/payroll system for the assigned area of responsibility.
• Operates office equipment, including copiers, facsimile machines, and computers; inputs and retrieves data and text.
• Receives cash, checks, or charge payments as required.
• Performs all other related duties as assigned.

Position Qualifications

Education: High School Diploma or GED required.

Experience: One (1) year of clerical/administrative experience required.

A high school diploma or GED equivalent is required for this position and may not be substituted. Beyond this requirement, any combination of related education, experience, certifications, and licenses that will enable a candidate to successfully perform the essential functions of the job is an acceptable substitute for the remaining specified education and experience requirements.

Licenses and Certifications: None.

Conditions of Employment: Must submit to and pass a pre-employment background check and drug test. Must possess a valid State of Texas Driver’s License Class “C” and good driving record as defined by City policy.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Knowledge of: Sound knowledge and ability in business correspondence and an ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy.

Skilled in: Applying analytical reasoning; gathering and analyzing data and drawing conclusions and presenting data and other information in a clear and logical manner; applying independent judgment, personal discretion, and resourcefulness in interpreting and applying guidelines; reading, interpreting, applying, policies, and procedures; preparing clear and concise reports; using a personal computer including Microsoft Office Suite, e-mail, internet, and Google products; accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their race, sex, color, religion, national origin, age, disability, gender identity or expression, sexual orientation, veteran' s status, genetics, or job type.

Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 10 pounds. 

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. 

The City of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.

This job description is not an employment agreement or contract.  The City of Lewisville has the exclusive right to alter this job description at any time without notice.

Work Hours

Monday-Thursday 7:30am-5:30pm, Friday 7:30am-11:30am.