Description

Under direct supervision, provides technical and administrative support to the Town Secretary and staff.

Examples of Duties

• General office duties include typing; serving as receptionist, which includes screening telephone calls and writing messages, maintaining divisional databases and calendars, making room reservations, operating various office equipment to include computers, telephone, facsimile, letter opener, binding equipment, copier, and ten-key, etc;
• collating materials, reading, proofing, writing, filing, or indexing various documents as required (e.g. letters, memos, proclamations, certificates, reports, statements, and statistical data);

orders and maintains inventory of office supplies and other items; and performs notary services in accordance with department policies.

• Provides administrative support duties to include : typing, data entry, proofreading, filing, sorting, photocopying, collating materials, mass mailings, performing mathematical calculations with proficiency, inputting data using various computer programs, including MS Access databases and Excel spreadsheets, filing and other tasks as assigned.
• Maintain an efficient document center to include inventory and ordering supplies, and the administration of the Town's copier paper accounts.
• Assists the public with questions requiring knowledge of policies and procedures and Legislative Services activities.
• Process incoming / outgoing mail for all departments and divisions in the document center; sorting and distributing Legislative Services mail and other materials;

produce monthly allocation reports that represent postage charges

Performs administrative duties which include assisting staff and Town Council by coordinating travel arrangements, meal planning, creating general correspondence, website management, meeting preparations, research projects, event planning, and maintaining the Town Council calendar;

gathers, summarizes, and compiles data for reports, forms, and various other data.

• Prepares and / or assists in preparing the divisional budget; including accounts payable / receivable functions such as routinely processing invoices;
• processing all cash payments for open records requests, affidavits, etc. in accordance with Town's Cash Handling Policy and Procedures;

preparing credit card statements, processing travel vouchers, creating and processing purchase orders and requisitions; Manager Communications, and regular reporting.

Assists the Records Management Coordinator / Deputy Town Secretary with retrieving, scanning, and filing records in the Town's Records Center and assistant with document management;

including filing documents with Denton or Tarrant County as required and responding to public information request. Maintains Department’s office records in accordance with the Records Management System.

• Maintains and organizes inventory and handles ordering of office supplies for the division.
• Conducts research, surveys, monthly reports, and assists with other special projects or events, as directed.
• Assist the Town Secretary in various projects, including preparing for municipal elections, and responding to questions from the public regarding voter information.
• Assists in the administration of the division by assisting in implementing general policies or procedures
• Prepares and reviews classified and confidential documents involving certain critical and sensitive situations.
• Performs secretarial and administrative duties within the Legislative Services Division in accordance with established procedures or standing instructions.
• Inform supervisor of all work activities and seek supervisory intervention when needed.
• Adhere to personnel, safety, and department policies and procedures.
• Performs other duties as assigned.

Minimum Qualifications

BASIC QUALIFICATIONS :

• Must have a High School Diploma or General Equivalency Diploma (GED). .
• Must have a valid Texas Driver's License and driving record must be in compliance with Town policy.

W ORK EXPERIENCE :

Must have a minimum two years of administrative work experience

Desired Qualifications

KNOWLEDGE / SKILLS / ABILITIES :

• Must have an excellent working knowledge of office administrative practices and computer operations to include MS Office programs such as Outlook, Word, and Excel.
• Some knowledge of MS Access is preferred.
• Must have excellent English communicative skills, both oral and written, to include spelling, grammar, punctuation, and sentence structure.
• A typing speed of 40 net words per minute is preferred.
• Must be able to understand and carry out oral and written directives; handle multiple tasks; prioritize and organize work assignments;

Must be able to work occasional evenings and weekends.

Physical Abilities :

• To perform the essential functions of the job must be able to see, hear, talk, and write.
• May be required to move various boxed documents weighing up to 50 pounds with the use of a dolly for assistance.

Last updated : 2024-05-20