Administrative Support Services Specialist - City Secretary

HIRING RANGE: $1,917.26 - $2,348.72 Biweekly
FULL SALARY RANGE: $1,917.26 - $2,780.18 Biweekly

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The City:

With over 100,000 residents, the City of Allen is a dynamic and welcoming community. The City of Allen's strong economy, diverse population, great educational institutions and quality of life makes it the ideal place to work, live, and play. The City of Allen has something to offer for everyone.

The City's Mission, is "To achieve excellence in managing development of the community and in providing city services so that conditions of living and public confidence are continually enhanced".

Our employees serve the citizens of Allen with the following values:

People First - Giving priority to others

• Respect - Treating others with courtesy and dignity
• Integrity - Serving with honesty, trust and hard work
• Deliver - Following through on commitments while exceeding expectations
• Excel - Creating an innovative and improving work environment

The purpose of this position is to provide comprehensive support to the City Secretary/City Management department. Key responsibilities include handling correspondence, managing information flow, overseeing purchasing and accounts payable tasks, generating reports, and processing various administrative documents. They also excel in providing exceptional customer service, assisting with fire permit processes, and performing diverse administrative duties such as scheduling, typing, and maintaining records and databases. Additionally, they exhibit leadership skills by supervising assigned staff, resolving issues, and ensuring efficient workflow.

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• Provides support to the department by handling correspondence, distributing mail, writing memos and letters, making copies, managing the flow of information for the department, overseeing purchasing and accounts payable tasks, utilizing computer programs and software, generating and distributing reports for the department and processing purchase orders.
• Provides customer service by greeting and assisting customers, taking incoming calls, routing calls to the correct office or person, copying and distributing messages within the office, answering questions from citizens, applicants, employees and the general public, assisting customers with complaints and making calls for the department when necessary.
• Provides numerous administrative services by scheduling appointments, typing, proofreading and preparing reports, screening calls and participating in the duties relating to department administration, publishing legal notices, maintaining department inventories including ordering and maintaining office equipment and supplies, maintaining agenda items, may provide assistance to other departments and preparing special projects as requested.
• Coordinates and completes room set-up for meetings and special events, insuring meeting spaces are prepared in advance with all necessary materials.
• Maintains records and databases by updating and maintaining files and records, obtaining and entering information into databases, compiling and preparing information for reports and researching or searching for information in files and databases. May serve as the Records Liaison Officer for the department's Records Management Program.

Education & Experience
Work requires broad knowledge in a general professional or technical field. A typical way to obtain the required qualifications would be:

• Bachelor's degree plus two (2) years of relevant work experience

Certification and Other Requirements

Valid Texas Class C Drivers License.