Administrative Assistant II

The work schedule for this position is Monday-Thursday, 7:30 a.m. - 5:30 p.m. Must be able to work after hours and weekends to assist with Parks and Recreation programs.

Position Function - Under the direction of the Recreation Supervisor and/or designee, performs executive level administrative clerical responsibilities. Duties include, but are not limited to: record keeping; drafting meeting agendas and "packet" items, and correspondence; managing Department calendar; research; data compilation and spreadsheet analysis; coordinating meetings. Ability to participate in all city recreation events is required. Performance of duties requires the ability to work with confidential information.

Essential Duties% of Performance

Performs executive level administrative clerical responsibilities. Duties include, but are not limited to: record keeping; drafting meeting agendas and packet items, and correspondence; manage Department calendar; research; data compilation and spreadsheet analysis; coordinating meetings; and manage the Keller Sports Park schedule.45%

Performs assigned duties necessary to plan, coordinate, prepare, and execute programs and special events. Duties include, but are not limited to: serve as liaison for assigned boards and commissions; schedule meetings; coordinate and plan receptions and special events with staff and various groups; procurement activities; billing; and research and data analysis.35%

Performs assigned duties necessary to coordinate, prepare, and track the annual budget. Duties include, but are not limited to: working with Finance staff in preparing necessary documentation; collecting data and performing research; coordinating and tracking the procurement of goods and services; billing; and preparing paperwork to request and track budget transfers. Responsible for ensuring that budgets and procurement related duties are being performed and tracked in a timely and accurate manner.15%

Performs additional duties as assigned.5%

Total:100%

Physical DemandFrequency

BalancingO

BendingO

CarryingF

ClimbingR
LegendCrawlingN

CrouchingR
C - ContinuousFine DexterityC

Foot ControlsO
F - FrequentlyHandlingF

HearingC
O - OccasionallyKneelingR

LiftingF
R - RarelyPushing/PullingF

Reaching F
N - NeverStandingO

SittingC

StoopingO

TwistingO

VisionC

WalkingF

Physical Demand Descriptions(The following descriptions are provided as an example of potential physical and/or sensory activities and does not address the potential for reasonable accommodation; it is intended as general examples of possible physical/sensory demands that might occur during the performance of the position functions/duties, and are not intended to be all inclusive.)Bending/Climbing/Balancing - 30lbs - picking up supplies; files; stairs; walking; carrying; standing; holding; etc.Carrying/Lifting - 30lbs - files, office supplies, work aids, office equipment, work aids, etc. Fine Dexterity - telephone, keyboard, "ten key" or calculator, computer work, typing, desk work, filing, etc.Foot Controls - driving, errands, walking, standing, etc. Hearing - customer interaction, telephone, staff, meetings, etc.Pushing/Pulling/Reaching - supplies, files, retrieving, storage shelves, rolling carts, office equipment, work aids, etc.Standing - assisting customers and staff, meetings, etc.Sitting - desk work, meetings, etc.Vision - computer and desk work, writing, typing, filing, reading, proofing, invoices, driving, etc.Walking - to and from office, around office, to and from buildings, assisting customers, etc.Machines, Tools, Equipment and/or Work Aids(The following list is intended to provide examples of possible machines, equipment, tools and/or work aids that might be needed to perform position functions/duties and should not to be construed as a comprehensive or complete catalog. This list does not include and does not supersede any requirements with respect to safety or protective equipment, uniforms, apparel, gear or apparatuses required for the performance of any duties described herein.)Computer, keyboard, software, phone, copier, fax, scanner, mobile technology (e.g. tablet computers, smart phones, etc.), office equipment, work aids, audio/visual equipment, vehicle, etc.EnvironmentDuties are generally performed in an office environment. Possible exposure to dust, mold and electricity. Duties may also require prolonged periods of outdoor activities which may produce exposure to inclement weather and allergens.Requirements/Knowledge/Skills/AbilitiesRequired knowledge and experience normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in a Bachelor's Degree in Business, Recreation, or Marketing, preferred; or three (3) to four (4) years of work related experience in business, local government, specific department, or related field is required. Certificate of completion from a professional course of study (e.g. Microsoft Office, accounting, office management, American Society of Administrative Professionals, etc.) is preferred.Ability to read, understand and write letters, memos, and contracts.Ability to understand and develop spreadsheets and other job related analysis.Ability to understand and develop computer models for cost analysis and compose budgetary reports.Ability to work outside normal business hours. Ability to work under high demands, short time constraints, and the pressure of a fast paced work environment, meeting established timelines/deadlines and multi-task effectively.Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, and the general public. Ability to perform research and analysis of reports, records, statistics, and other resources. Competent in the use of Microsoft Office (e.g. Word, Excel, Power Point, etc.), and ability to learn and use department specific software and office equipment. Thorough knowledge of and proficiency with business etiquette and meeting etiquette.Thorough knowledge of and proficiency with business English, punctuation, and spelling. Thorough knowledge of the Texas Public Open Records Act, and Freedom of Information Act.Must possess good oral and written communication skills, with the ability to communicate tactfully, impartially, and in a professional manner. Must be able to utilize good organizational skills, accurate filing, and efficient record keeping practices.Must possess a valid Texas Class C driver license. Must pass all post offer pre-employment processes and/or procedures, to include but not limited to Drug Screen, Physical Examination, and applicable Background Checks.

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