Administrative Assistant III - GC0701-830001
City of Denton
Job Description
Title: Administrative Assistant III
Position ID: GC0701-830001
Department/Division: Technology Services
Reports to: TS Administration Manager
FLSA Designation: Non-Exempt
Safety Sensitive: No
DOT: No
Definition: Responsible for assisting the Technology Services Department employees and management by providing standard and technical administrative duties.
Essential Functions:
Under general supervision, performs standard and technical administrative duties involving administrative detail, discretionary decision-making, and specialized knowledge
Provides information regarding departmental policies and procedures to department staff, various city departments and to citizens, community leaders, members of boards and commissions,
etc.
Principle secretarial support to the Technology Services Department and may dispose of matters of routine nature at the direction of the Technology Services Management Team; makes appointments
and arranges for meetings, conferences and assembles established background materials for the Technology Services Management Team
Generates order requisites for the department and on the behalf of other departments upon request
Serves as a backup timekeeper and assists in maintaining the department’s payroll records including employee status sheets, leave records, pay registries, and payroll reports; Serves
as a support liaison for benefits and employee related matters
Maintains inventories for the department’s office supplies and submits office supply orders through the City’s contracted vendor(s) websites
Produces, proofreads, and revises documents such as letters, reports, memoranda, proposals, policies, agendas, charts and presentations as needed
Assists in the preparation of agenda items, minutes, resolutions and other related materials
Screens telephone callers, visitors, and incoming correspondence; frequently prepares routine correspondence for the department’s signatures
Routinely provides assistance to other departments, citizens or council members at the direction of the Technology Services Management Team
Prepares cumulative reports from source documents
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
Serves as a first point of contact upon entry in the department office, directs and guides other department employee’s to their needed destination
Maintains regular and punctual on-site attendance
Additional Duties:
Performs other duties as assigned
Minimum Qualifications/Acceptable Equivalency:
High School Diploma or GED equivalent
Four years of progressively responsible experience in an administrative position which involves high public contact, critical-thinking, discretionary decision-making, handling of confidential
matters and administrative duties
OR
Associate’s degree in Public Administration or Business from an accredited college or university with one year of responsible secretarial experience
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:
Demonstrates excellent customer service skills
Demonstrates computer literacy in word processing, spreadsheets, data base management and other software appropriate to the department
Ability to communicate effectively both verbally and in writing
Ability to form and maintain effective relationships with coworkers and customers
Ability to make discretionary decisions and handle confidential and administrative duties
Preferences:
Bilingual in Spanish and English
Proficiency in Microsoft Office Software
Customer service experience
Experience using JD Edwards Financial System or the City’s current ERP system
Experience using Kronos HCM or the City’s current timekeeping system
Experience using Smartsheet & Smartsheet Forms
Prior office management/administrative experience
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.
S
edentary – 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: M
Sitting: M
Walking: M
Lifting: I
Carrying: I
Pushing/Pulling: I
Overhead Work: I
Fine Dexterity: M
Kneeling: I
Crouching: I
Crawling: A
Bending: I
Twisting: M
Climbing: I
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 phone and a computer.
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: 1/6/2001
Revision Date: 12/8/2021