Administrative Assistant I - Operations

General Summary

Why work for the City of Wylie?

The reason we exist is to serve our residents and guests. By combining our unique talents to ensure the preservation of the small town feel of our area, we are committed to building and sustaining a safe community where economic development and neighborhood enrichment can flourish while creating an unparalleled experience for all.

How we accomplish our mission:

Leveraging the diversity of our workforce to continually think and do things differently, the City of Wylie invests in the development of our employees by providing them with a working environment that serves to enhance their personal happiness and elevate their professional goals.

The City of Wylie has an exciting new opportunity available! An Administrative Assistant for both the City Manager's office and the Operations Division. The selected applicant will be responsible for performing administrative work requiring specialized knowledge of administrative management and familiarity with functions of the assigned department.

Supervision is provided by the Operations Director

Will also be providing administrative support to the City Manager's Office as needed.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS

• Performs administrative secretarial duties requiring above-average administrative skills, considerable discretion, confidentiality and specialized knowledge.

• Provides customer service by responding to staff and public phone calls and face-to-face inquiries, requiring knowledge of policies and procedures.

• Screens calls with tact and courtesy; takes detailed, legible messages and directs calls appropriately.

• Drafts and edits written communications, using proper grammar and punctuation.

• Prepares correspondence and various reports and/or documents for general distribution.

• Retrieves and maintains files associated with the assigned department/division from various sources and locations.

• Interacts effectively with the City Council and applicable Boards.

• Makes effective decisions without constant supervision.

• Prioritizes workload effectively.

• Heavy use of spreadsheet and reporting skills.

• Pays invoices and performs budget reconciliation.

• Schedules various meetings, coordinates and conducts special meetings and/or events, takes minutes at meetings and/or transcribes dictation.

• Maintains department schedules and calendars as needed.

• Represents department at Administrative/Support Services staff meetings and other meetings.

• Makes travel arrangements.

• Organizes, searches and maintains hard copy and electronic files associated with the assigned department. Maintains historical records by filing and retrieving documentation, preserving sensitive information, ensuring confidentiality, producing file folders, and tracking documentation and files. Files and retrieves documents from file cabinets.

• Performs as a responsible steward of the public trust and strives for excellence in public service, enhancing the quality of life for all.

• Acts in a civil, respectful manner at all times to management, co-workers and others.

• Performs other duties as may be assigned.

Minimum Job Requirements

High School Diploma or equivalent. One to three years of experience as an Administrative Assistant or equivalent. Advanced training in secretarial functions, desktop publishing software, word-processing and spreadsheet software. Completion of National Incident Management System (NIMS) training courses as outlined by Emergency Management after hire.

Physical Requirements/Work Environment

PHYSICAL STRENGTH REQUIRED:

Low: Exerting up to 20 pounds occasionally, 10 pounds frequently, or negligible amounts constantly or requires walking or standing to a significant degree.

PHYSICAL ACTIVITIES REQUIRED:

Bending Carrying Fine Dexterity Handling

Hearing Pushing/Pulling Reaching Sitting

Standing Talking Twisting Vision

Walking

PRIMARY WORK ENVIRONMENT: Indoors

SHIFT WORK: No

CALL-OUT: No

• Retirement benefits with Texas Municipal Retirement System. Contributions by payroll deduction. Employee contributes at 7% level. City matches 200% of employee contribution. Mandatory.

• Deferred compensation

• Nationwide and Edward Jones. The City does not contribute. Employee contributions by pre and post-tax payroll deduction. Optional.

• Health/Dental/Vision/Prescription insurance PPO plan. City pays full premium for employee, approximately 47% of dependent premium.

• Flexible Spending Account - allows for pre-tax deduction for eligible medical expenses as well as dependent care expenses. Optional.

• Life insurance

• 2x annual salary through New York Life. Fully paid by City and 1x annual salary through TMRS. Total of 3x annual base salary.

• Long-Term Disability for all full-time City employees.

• Twelve paid holidays: New Years Day, Martin Luther King Day, Good Friday, Memorial Day, July 4th, Labor Day, Veteran's Day, Thanksgiving Day and Friday following, Christmas Eve, Christmas Day and one floating holiday.

• Vacation

• Earn three weeks of vacation in the first year.

• Sick leave accrues each full pay period.

• Sick leave conversion to vacation leave (once per year in January).

• Sick leave buy back (if budget allows; once per year).

• Bereavement leave, military leave, jury duty leave.

• Longevity pay $4 per month of service; paid once per year.

• Workers' compensation benefits

• Tuition reimbursement - $2,000 per year.

• Direct Deposit

• City of Wylie Payroll will deposit employee paycheck to any bank accepting wire transfers.

• Family and Medical Leave Policy as described by federal legislation.

• Free Recreation Center employee membership.

• City pays every two weeks. (26 pay periods per year)

01

The supplemental questions are a very important first step in our screening process. Therefore, you are required to complete these questions so that we may initially determine your eligibility for this position. A lack of detail and explanation in the supplemental questions and in your application may result in disqualification for this position. This means you will be ineligible for further consideration in this recruitment process. Please check "yes" to confirm that you have read and understand this statement.

• Yes

• No

02

What is your highest level of education?

• No High School Diploma or equivalent

• High School Diploma or equivalent

• Some College

• Associates Degree

• Bachelor's Degree

• Master's Degree

• Ph.D.

• Juris Doctorate

03

Do you have a valid Driver's License?

• Yes, I have a valid Driver's License.

• No, I do not have a valid Driver's License.

04

Are you currently an employee at the City of Wylie? If you are applying for a position within your current department, the Internal Transfer Request IS NOT required. If you are applying for a position within another department, you must submit a completed Internal Transfer Request to Human Resources, prior to submitting your application. Your application will not be forwarded to the hiring manager until you have submitted the completed Internal Transfer Request. (Employee Handbook, Section 23: Transfers, Promotions & Interim Pay: "Current employees must submit an online application or a resume as well as an Internal Transfer Request to Human Resources for consideration.") Please request a link to the Internal Transfer Request form from HR.

• Yes, I am currently an employee at the City of Wylie

• No, I am not currently an employee at the City of Wylie

05

Please select which software programs you have worked with.

• Google Suite

• Google Docs

• Google Sheets

• Gmail

• Google Calendar

• Google Meet

• Google Slides

• Microsoft Excel

• Microsoft Publisher

• Microsoft Word

• Microsoft PowerPoint

• Incode

• Acrobat Pro

• NEOGOV

• Laserfiche

06

What level of a user would you describe yourself as with Google Suite products Docs, Sheets, and Slides?

• Basic

• Intermediate

• Expert

07

What level of a user would you describe yourself as with Microsoft Office products Word, Excel, and PowerPoint?

• Basic

• Intermediate

• Expert

08

Have you ever worked for a city/municipality?

• Yes

• No

09

If yes, please list which city, dates of employment and position. If no, please type N/A.

10

Have you worked anywhere else other than the positions listed on your application?

• Yes

• No

11

If you have worked anywhere else other than the positions listed on your application, please describe below.

12

I understand that to be considered for this position that I must include a cover letter and resume and have done so.

• Yes

• No

13

Please take this opportunity to review your responses to the supplemental questions. Ensure that the qualifications stated above can be cross-referenced with the qualifications in your application. Your application may not be considered for further review if you have failed to show details of where the minimum qualifications are met. By agreeing to the statement below, you are confirming that you understand this statement, have reviewed your responses to the questions for accuracy and verify that your responses accurately describe your current qualifications.

• I verify that all of my responses to the supplemental questions are true and accurate. I accept that if my supporting documentation and/or later steps in the selection process do no support one or more of my responses to the supplemental questions that my application may be disapproved and/or I may be removed from consideration.

Required Question

Agency City of Wylie

Address 300 Country Club Road

Wylie, Texas, 75098

Phone 972-516-6040

Website http://www.wylietexas.gov