SUMMARY
Under general direction, provides technical and administrative support to both the Community Development and Information Technology Departments by coordinating departmental operations and procedures in order to ensure effectiveness and efficiency.
WORK PERFORMED
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Assists internal and external customers with questions requiring knowledge of various departmental policies and procedures.
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Reviews incoming correspondence including phone calls and e-mails; routes to appropriate department representatives for review; follows up with the Department in a timely manner to ascertain resolution.
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Answers telephone calls, including general calls for City Hall, handles telephone calls with ease, gives clear instructions, takes accurate messages, communicates with internal and external customers graciously.
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Provides department support with accounts payable and purchasing functions by creating and processing invoices, check requests, requisitions, and purchases orders; assigning account codes, submitting paperwork for payments; maintaining account balances; and reconciling department purchasing cards; Manages department’s annual membership renewals
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Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time.
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Maintains records and databases by creating, updating and maintaining files and records, obtaining and entering information; serves as the Records Liaison for the department’s Records Management Program; responsible for records retention in accordance with the Texas Open Records Act.
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Administrative duties may include:
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conducting research and compiling/analyzing statistical data;
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consulting appropriate reference sources to obtain information needed;
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assembling information; reading, proofing, and composing various reports and documents
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administering special projects;
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scheduling meetings, distributing mail; coordinating travel, meetings, and conferences
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General office duties may include:
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serving as department receptionist;
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operating various office equipment to include computers, facsimile, copier and ten-key;
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maintaining office supplies and other items
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arranging, indexing, filing, storing, retrieving, updating and notarizing documents
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May provide back-up assistance to city permitting functions by:
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Informing customers of city requirements, processes, and deadlines for various development related components
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Accepting permit applications; calculating and collecting appropriate fees, and issuing permits to customers
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Performing basic permit review for completeness and routing for approval in support of the City’s Building Official
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Collaborating with community development staff to respond to development related permit inquiries
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Responsible for the preparation of City boards and commission agenda packets, postings, and taking meeting minutes; attends evening monthly meetings as needed including Planning & Zoning Commission, Board of Adjustment, Murphy Municipal Development District Board and Murphy Community Development Corporation Board;
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Coordinates notarization of work related contracts, deeds, and similar documents, with a follow up in filing with Collin County Records and/or Laserfiche.
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Assists in preparing and maintaining departmental budgets
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Adheres to City and department personnel and safety policies and procedures
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Informs supervisor of work activities and seeks supervisory intervention when needed
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Assists co-workers and in both departments as needed
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Serves as representative on internal and external committees as assigned
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Performs other related duties as assigned
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Works in a high traffic area that requires good customer service skills as well as ability to focus on detailed work and projects.
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Answers telephone calls, including general calls for City Hall, with ease, gives clear instructions, takes accurate messages, speaks and meets citizens and general public graciously
KNOWLEDGE, SKILLS & ABILITIES
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Must possess a mastery of office skills, general working knowledge of modern office administrative practices and procedures, able to demonstrate the ability to assume responsibility without direct supervision, exercise initiative and judgment, and make decisions within the scope of assigned authority
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Must have excellent English communicative skills, both oral and written, to include: spelling, grammar, punctuation, and sentence structure
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Knowledge and extensive experience using the Microsoft Office suite including knowledge of Access or other data base software and Publisher software
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To perform the essential functions of the job, must be able to understand and carry out oral and written directives; work well under pressure and stress; handle multiple projects and tasks; prioritize and organize work assignments; hear, talk, read, and write; maintain a pleasant and friendly demeanor at all times; and maintain confidentiality of classified matters
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Is responsible for encouraging and facilitating a harmonious working environment, therefore, the following interpersonal and personal characteristics are expected:
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Displays enthusiasm for the job, which includes attendance, performance, and conduct;
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Ability to work effectively and cohesively with others;
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Displays courteous, respectful, and polite demeanor towards co-workers and members of the public; and,
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Recognizes the importance of being a team member that creates a positive working environment
MINIMUM QUALIFICATIONS
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High School Diploma or General Education Degree (GED)
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Four (4) or more years of administrative office work experience
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A valid Texas Class C Driver's License - driving record must be in compliance with City policy
PREFFERED QUALIFICATIONS
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An Associate’s Degree in Business Administration, Public Administration, or related field and/or equivalent combination of education and specialized training
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Municipal Experience
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Texas Notary Public