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Administrative Assistant (25 hours) 12:30 p.m. - 5:30 p.m. M-F

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Job ID

226001

Location

City of Plano - All Others

Full/Part Time

Part-Time

Regular/Temporary

Regular

Additional Information

Minimum

$19.754419

Hourly Salary Range

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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

We are looking for a dependable and professional individual with a pleasant personality and a team mentality to be the first point of contact for our suite. This position will welcome guests and coordinate front desk activities, including redirecting phone calls, distributing correspondence, and accepting payments, along with performing a variety of administrative and clerical tasks. This posting is for the afternoon part-time administrative assistant position. Working hours are Monday-Friday, 12:30 p.m. to 5:30 p.m.

Why is the Planning Department a great place to work? The foundation of our great workplace lies in our culture of teamwork, community engagement, and dedication to serving the City of Plano through excellence in city planning (we are, after all, a national award-winning planning team). Our team members are committed to providing outstanding planning, development, heritage preservation, and land records services through cooperative efforts that engage our citizens and contribute to both the long-term and immediate quality of life in our community. We have fostered a very intentional, people-centric culture where each one of us is invested and engaged in the team, the organization, and the city. We are the embodiment of Team Plano and stand by our SERVE values .

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 required.

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

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.

Equal Employment Opportunity

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

Open positions are subject to close without notice.

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Administrative Assistant (25 hours) 12:30 p.m. - 5:30 p.m. M-F