Administrative Assistant, Senior

SERVE

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

Job Details

Are you ready to be at the heart of the action in a dynamic events environment? The City's Plano Event Center hosts over 200 incredible events annually- from corporate meetings and holiday markets to sporting events and cultural celebrations! We're looking for a Senior Administrative Assistant to join our team and play a vital role in ensuring seamless operations.

In this fast-paced role, you'll be the welcoming face for guests, provide essential event information, assist with accounts payables and receivables, manage supply orders, handle payroll data, and contribute to exciting special projects. No two days are ever the same! If you're detail-oriented, love working in an engaging atmosphere, and want to be part of an industry where every event tells a story, apply today!

As a valued Team Plano member, you will receive numerous benefits:

• Comprehensive medical, dental, and vision plans
• Membership in the Texas Municipal Retirement System (TMRS), in which the City matches contributions 2:1 upon retirement
• Enrollment in the Retirement Security Plan (RSP) which is fully funded by the City
• Up to three weeks of paid vacation
• Up to three weeks of paid sick leave per year
• Nine paid holidays
• Tuition Assistance
• Free Library Card
• Free recreation center membership

And so much more! Learn about our benefits here.

Every person matters. Every job has purpose. Together we make a difference. Join Team Plano!

Summary of Duties: Under general supervision, the Administrative Assistant, Senior provides administrative support services to the assigned work unit.

Distinguishing Characteristics: This is the journey-level classification in the Administrative Assistant series. The incumbent plans detailed methods to attain desired objectives working within established policy. Methods require use of initiatives and resourcefulness in developing processes and procedures. Works under indirect supervision, conferring with supervisor on unusual matters. This classification is distinguished from the Administrative Coordinator position in the latter reports to a department director and has responsibility for monitoring, performing, organizing, and coordinating work between multiple units or departments.

Examples of ESSENTIAL JOB 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.

• Composes, edits, and types correspondence, memoranda, reports, charts, and other documents using various word and data processing software.
• Compiles data and statistics to complete various reports.
• Receives, reviews, date stamps, prioritizes, and distributes incoming mail to appropriate personnel.
• Screens telephone calls and visitors; provides information in response to internal and external requests.
• Maintains appointment calendars; coordinates meeting and travel schedules; makes travel arrangements as needed.
• Performs various administrative tasks.
• May provide administrative support for Council appointed Boards or Commissions.
• Establishes and maintains departmental files; processes purchasing, personnel, and payroll related documents.
• Researches and compiles data for budgets; assists with budget processing and monitoring; orders office supplies; reconciles expenditures.
• Prepares and processes resolutions, ordinances, and agenda items for City Council meetings.
• Regular and consistent attendance for the assigned work schedule is essential.

Marginal Duties:

• Performs other duties as assigned

Typical Decisions: The incumbent must decide work priorities and use independent judgment to coordinate departmental activities.

Minimum Qualifications:

Knowledge of: Office practices, procedures, equipment, and software, including word processing, spreadsheet and other software applications; rules of grammar; practices of document preparation; applicable laws or ordinances; department policies and procedures.

Skill in: Communicating clearly both verbally and in writing; completing basic mathematical calculations; operating a computer and standard software; establishing and maintaining effective working relationship; completing multiple tasks simultaneously. Depending on area of assignment, preference may be given to candidate who are bilingual in English and Spanish.

Education: High school diploma or GED equivalent.

Experience: Three (3) years of progressively responsible clerical or administrative support experience.

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

Licenses and Certifications: None. State of Texas Notary Public preferred depending on area of assignment.

Conditions of Employment: Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.

Physical Demands and Working Conditions: This is primarily an 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 may be required to lift, carry, push, and pull materials and objects weighing up to 25 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 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 responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Every person matters. Every job has purpose. Together we make a difference. Join Team Plano!

Equal Employment Opportunity

Equal Opportunity Employer - EOE/M/F/V/D

Open positions are subject to close without notice.