Administrative Assistant IV - GC0801 - TECH SVCS - ADMINISTRATION
City of Denton
Job Description
Title: Administrative Assistant IV – Technology Services
Position ID: GC0801-830001
Department/Division: Technology Services
Reports to: Chief Technology Officer
FLSA Designation: Non-Exempt
Safety Sensitive: No
DOT: No
Definition: Responsible for assisting the Chief Technology Officer and Technology Services management staff with routine administration and operational functions, performing a variety
of delegated tasks and special projects and maintaining the department budget process.
Essential Functions:
Assists Chief Technology Officer (CTO) and Technology Services management staff with administrative and operational functions such as preparation and coordination of annual budgets,
preparation of various operating reports, and user department project meetings.
Prepares employee time reports for audit purposes and is the administrator for the time database
Preparation and coordination of annual budget process to include department allocation and invoice preparation for the departments using technology
Provides information regarding departmental policies and procedures to various City departments and to citizens, community leaders, member of boards and commissions, Council, etc
Preparation and distribution of informal staff reports for Council agenda items, documentation, preparation and annual updates to the Business Continuity Plan for the City
Performs a variety of delegated research tasks and projects of a general nature related to department operations. Documents findings; may perform analysis of findings, prepares reports,
and other illustrative materials as required by gathering a variety of factual and/or statistical data
Establishes office procedures and uses discretionary decision-making and specialized knowledge
Manages all administrative aspects of the office including purchasing, record keeping, budget development accounts, payroll, personnel records, and report preparation
Coordinates special projects within the department (internal meetings and trainings)
Provides principle administrative support to the CTO and Technology Services management, may dispose of matters of routine and relieves CTO of operational and administrative duties
Prepares purchase requests, receiving reports, and check requisitions and monitors purchasing activities
Maintains records and routine upkeep for all departmental office equipment
Assists with the set-up, break down, and coordination of meetings which include but is not limited to ordering and shopping for supplies and moving tables and chairs
Conducts research assignments of simple to moderate complexity. May research and assemble or direct the research and assembly of specialized materials relevant to departmental projects
in progress
Routinely provides assistance to other departments and citizens
Maintains regular and punctual on-site attendance
Additional Duties:
Performs other duties as assigned
Minimum Qualifications/Acceptable Equivalency:
Bachelor’s degree in business, public administration, or related field
Four (4) years progressively responsible administrative/management experience including such areas as budget preparation, data gathering, analysis and report writing
OR
Two (2) years of college coursework and six years of progressively responsible administrative/management experience, including such areas as budget preparation, data gathering, analysis
and report writing
OR
Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job
Core Competencies:
Ability to communicate effectively both verbally and in writing
Ability to form and maintain effective relationships with coworkers and customers
Demonstrated excellent customer service skills
Demonstrated computer literacy in word processing, spreadsheets, data base management and other software appropriate to the department
Ability to make discretionary decisions and handle confidential and administrative duties
Knowledge of business English and general office practice
Preferences:
Bilingual in Spanish and English
Ability to communicate effectively both verbally and in writing
Prior payroll, purchasing and AP/AR experience
Experience with Microsoft Word, Excel, Publisher, and PowerPoint and JD Edwards software
Proficient in the use of personal computer
Prior office management experience
Prior experience with a municipality
Conditions of Employment:
Must pass a drug test, criminal history background check, and social security number verification check
Physical Requirements:
Overall Strength Demands: The italicized word describes the overall strength demand of the functions performed by the incumbent during a typical workday.
Sedentary – lifting no more than 10 pounds
Light – lifting no more than 20 pounds; carry up to 10 pounds
Medium – lifting no more than 50 pounds, carry up to 25 pounds
Heavy – lifting no more than 100 pounds, carry up to 50 pounds
Very Heavy – lifting more than 100 pounds, carry more than 50 pounds
Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency.
Codes for “how often”:
Y = Yes
N = No
E = extensive (100-70%)
M = moderate (60-30%)
I = infrequent (20-10%)
A = almost never (<10%)
Task: Code:
Standing: I
Sitting: E
Walking: I
Lifting: I
Carrying: I
Pushing/Pulling: I
Overhead Work: A
Fine Dexterity: M
Kneeling: A
Crouching: A
Crawling: A
Bending: A
Twisting: M
Climbing: A
Balancing: N
Vision: E
Hearing: E
Talking: E
Video Display: E
Other:
Machines, Tools, Equipment and Work Aids:
The essential functions of this position require the daily use of a computer and telephone.
Environmental Factors:
The essential functions of this position are performed in an office environment.
This job description is not an employment agreement, contract agreement or contract. Management has exclusive right to alter this job description at any time without notice.
ADA/EOE/ADEA
Effective Date: 10/1/2015
Revision Date: 6/28/2021