Administrative Assistant - Human Resources & Economic Development

This position is part of a job family progression, offering a clear path for growth. After one year in the role, employees who meet established performance and competency requirements may become eligible for promotion to Senior Administrative Assistant. Progression is not automatic and depends on meeting all internal criteria.

Summary: Performs clerical duties and provides administrative support and assistance for assigned department/division. Assists other department/division personnel as needed.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs clerical duties and provides administrative support for the Human Resources and Economic Development departments such as managing calendars and schedules, screening calls, mailing notices, submits work order requests, arranging appointments, meetings, and conferences, as directed. Supports departmental operations with regular and punctual attendance.
• Answers main telephone line for assigned departments; routes calls to appropriate person; places calls; greets visitors and responds to inquiries; gives and relays information as needed. 
• Track and upload agreements, makes website updates, composes memos; take notes in meetings and transcribe notes as needed.
• Organizes, scans and updates files and records as required.
• Assists in the preparation of budgets, prepares purchase orders, payment requests, monthly credit card logs, and gathers and organizes supporting data. Monitors individual accounts within these budgets to track expenditures.
• Assists in the coordination of events for the Human Resources and Economic Development departments.
• Provides meeting coordination support for the Tax Increment Financing Zone boards and the Public Facility Corporation Board.
• Main point of contact for coordination and scheduling of the City Hall training facility.
• Establishes and maintains appropriate databases including physical and electronic files for the department.  Prepares reports as directed.
• Processes open records requests and correspondence on a variety of matters requiring an understanding of department and City policies, procedures, and ordinances.
• Operates office equipment, including copiers, facsimile machines, and computers; inputs and retrieves data and text. Prepares, delivers, and retrieves regular and inter-office mail.
• Performs all other related duties as assigned.

Education: High School Diploma or GED required.

Experience: One (1) year of clerical/administrative experience required.

Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job is an acceptable substitute for the above specified education and experience requirements.

Licenses and Certifications: None.

Conditions of Employment: Must submit to and pass a criminal background and pre-employment drug test.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Knowledge of: Business correspondence; grammar, spelling, and punctuation; modern office methods and procedures; safety practices; standard operating procedures in performing assigned tasks; customer service methods and techniques; phone etiquette; and time management principles and practices.

Skilled In: Communicating effectively with diverse, and sometimes irate individuals and to calmly and efficiently handle situations ranging from routing to emergency; memorizing; organizing; setting priorities; handling multiple responsibilities; meeting deadlines; handling confidential information and sensitive issues in a responsible manner; accurately processing and recording payment transactions; using a personal computer including Microsoft Office, Laserfiche, New World, e-mail and the internet. or similar word processing programs, e-mail, electronic record management systems, and the internet; accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.

Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds. 

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
The City of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.

This job description is not an employment agreement or contract.  The City of Lewisville has the exclusive right to alter this job description at any time without notice.

Monday-Thursday 7:30am-5:30pm, Friday 7:30am-11:30am. This role is on-site for the first three (3) months. Hybrid work may be considered after successful evaluation and approval.