Administrative Assistant Ii - City Manager's Executive Assistant

Salary : $52,636.07 - $62,295.96 Annually
Location : Wylie, TX
Job Type: FULL TIME
Job Number: 2024-00003
Department: CITY MANAGER'S OFFICE
Opening Date: 02/01/2024
Closing Date: Continuous
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 enhances their personal happiness and elevates their professional goals.
The City of Wylie seeks a service-oriented individual to fill the open role of Executive Assistant to the City Manager's Office. The selected applicant will perform Administrative Assistant duties for the City Manager's Office, requiring excellent administrative skills, considerable discretion, confidentiality, and specialized knowledge of the assigned department. The selected applicant will organize meetings, provide customer service, respond to inquiries and complaints, maintain a calendar of activities, assist with budget preparation, maintain the office and order necessary supplies, make travel arrangements, type requisitions, assist in telephone responsibilities, and maintain requested files.
Supervision is provided by the City Manager's Office Leadership Team.
The salary range is $52,636.07 to $62,295.96, and an offer will be commensurate with qualifications, including overall years of experience in a similar role, municipality experience, and skill set.
Applicants selected for an onsite interview will be asked to complete a series of assessments to determine skill level with various software products.
Visit our City of Wylie benefits page for a full list of benefits, benefits summary, full job description, and more!
Essential Job Functions

• Assists public and staff, by telephone or in person, with questions requiring knowledge of department programs, policies and procedures.
• Writes legibly when taking messages; screens calls with tact and courtesy.
• Initiates and composes correspondence and memoranda, often of a technical and/or confidential nature, using office and word processing equipment. Routes and answers routine correspondence not requiring the Department Head's attention. Consults and reviews correspondence prepared by others for Department Head's signature.
• Schedules various meetings; coordinates and conducts special meetings and/or events; takes minutes at meetings and/or transcribes dictation.
• Updates department website as needed and posts agendas and meeting minutes.
• Organizes and coordinates the preparation of various brochures, newsletters, and handbooks as directed.
• Researches, compiles and arranges administrative and statistical data. Prepares reports on assigned projects, gathering necessary information and summarizing data.
• Makes travel arrangements and schedules appointments. Coordinates arrangements for meetings and conferences, establishing meeting time, location and contacts attendees. May attend meetings and prepare minutes, when requested.
• 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 from file cabinets.
• Heavy use of spreadsheet, word processing, accounting software, reservation/scheduling software, advanced versions of Adobe, website software and reporting skills.
• Assists with department budgetary responsibilities by coordinating and assisting in the implementation of the budget; monitoring the budget when appropriate; assigning account codes; ensuring invoices, checking requests and submission of payments are processed; processing purchases; maintaining petty cash accounts and documenting data as appropriate.
• Receives, screens and organizes payroll records submitted to the department and assists in preparation of payroll records for employees within the department.
• 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.

When assigned to the City Manager's Office the items listed below are specifically important for this position:

• Front-Facing Position: Requires consistent, premier service to customers at all levels
• Crucial Role with City Council: Provide high-level support for the Mayor and Council. This involves managing their calendars, setting reminders, and ensuring they are aware of events.
• Calendar Management: Schedule and coordinate meetings, appointments, and events. This involves managing multiple calendars of City Council and city administration staff.
• Communication Handling: Act as a gatekeeper for the City Manager Team, managing and prioritizing phone calls and other forms of communication.
• Travel Arrangements: Plan and organize travel itineraries, including flights, accommodations, and ground transportation. Ensure that all travel logistics are well-coordinated.
• Document Preparation: Prepare reports, presentations, and other documents as needed. This will involve creating spreadsheets and using various software tools.
• Meeting Coordination: Organize and coordinate meetings, both internal and external. This includes setting up conference calls, preparing meeting materials, and ensuring that meeting rooms are arranged.
• Office Management: Oversee and manage the administrative aspects of the office. This could involve ordering office supplies, coordinating maintenance services, and ensuring a smooth flow of daily operations.
• Confidentiality: Handle sensitive and confidential information with discretion.
• Interdepartmental Coordination: Collaborate with other departments and team members to ensure efficient communication and workflow. Serve as a liaison between the City Manager's Office and all department administrative support staff.
• Budget Management: Track and manage expenses, ensuring that the budget is adhered to. This involves processing expense reports.
• Problem Solving: Anticipate and address issues before they become problems. Solve day-to-day challenges that may arise.
• Technology Proficiency: Be proficient in using office software and technology tools. This includes proficiency in Google Suite (software related to word processing, spreadsheets, presentations, email, and other relevant applications.)

Minimum Job Requirements
High School Diploma or equivalent. Two to three years of experience as an administrative secretary or equivalent. Municipal administrative experience preferred. Advanced training in secretarial functions, desktop publishing software, word processing software and spreadsheet software. Working knowledge and experience with Incode software preferred.
Completion of National Incident Management System (NIMS) training courses as outlined by Emergency Management after hire.
When assigned to City Manager's Office:

• Supervises other secretarial/clerical staff in the City Manager's Office including training, assigning or scheduling work. Organizes, evaluates and expedites workload. Initiates follow-up actions.
• Organizes and communicates City Manager's instructions and desires to various individuals and/or department directors and managers or others.
• Coordinates and acts as liaison on special projects and programs as directed by the City Manager. May represent the City on special community projects, various associations, organizations, boards or committees.
• May be required to attend staff and/or various City board meetings.
• May be required to perform secretarial functions for other department heads as needed.

Physical Requirements/Work Environment
PHYSICAL STRENGTH REQUIRED
Low: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly.
PHYSICAL ACTIVITIES REQUIRED
Bending , Carrying, Fine Dexterity, Handling, Hearing, Lifting, Pushing/Pulling, Reaching, Standing, Talking, Twisting, Vision, Walking, Climbing, Crouching, Kneeling, Sitting
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
I understand that I am required to complete all sections of this application thoroughly and that I may not attach a resume in lieu of completing this application. I also understand that my application will be rejected if it is incomplete.

• Yes
• No

03
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

04
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

05
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.

06
Please select which software programs you have worked with.

• Google Suite
• Google Docs
• Google Sheets
• Google Calendar
• Google Meet
• Google Slides
• Gmail
• Microsoft Excel
• Microsoft Publisher
• Microsoft Word
• Microsoft PowerPoint
• Incode
• Acrobat Pro
• NEOGOV
• Laserfiche
• Canva

07
What level of a user would you describe yourself as with Microsoft Office products Word, Excel, and PowerPoint?

• Basic
• Intermediate
• Expert

08
What level of a user would you describe yourself as with Google Suite products Docs, Sheets, and Slides?

• Basic
• Intermediate
• Expert

09
Please indicate your length of experience using Google Business Suite.

• None
• Less than one year
• One year to less than three years
• Three years to less than five years
• Over five years

10
Have you ever worked for a city/municipality?

• Yes