Community Services Administrative Assistant - GC0743-220099Hrpassword
City of Denton
Job Description
Title: Community Services Administrative Assistant
Position ID: GC0743-220099
Department/Division: Community Services
Reports to: Director of Community Services
FLSA Designation: Non-Exempt
Safety Sensitive: No
DOT: No
Definition: Responsible for assisting the Community Services staff with general office duties to include working with computers to track budgets/expenditures, process payroll, pay
invoices, publish and disseminate newsletters and support department programs and services.
Essential Functions:
Under general supervision, performs a variety of standard and technical administrative duties involving operational detail, discretionary decision-making, and specialized knowledge such
as notarizing documents.
Performs day-to-day operational support for Community Services teams including but not limited to Animal Services, Community Development, and Community Improvement Services of a routine
and non-routine nature.
Routinely reads, analyzes, and responds to incoming correspondences; determines significance and plans the type of distribution.
Screens phone calls and visitors providing information regarding departmental programs, policies and procedures; assisting with subject matter referrals and resolving customer’s questions
and concerns.
Frequently provides assistances to other departments, citizens, or visitors and responds to inquiries within authority and policy.
Maintains detailed accounting of expenditures, prepares and enters requisitions into computerized system for purchase orders, check requests, PCard transactions, requests change orders,
verify and pay invoices, worker orders; resolve discrepancies, and apply budget codes.
Performs record keeping and bookkeeping duties to assure department activities follow grant funding regulations for backup documentation.
Prepares and enters bi-weekly payroll for department into computerized payroll system and maintains time keeping, and personnel records.
Provides monthly updates to staff on vacation/sick balances and submits leave balances and longevity totals to HR annually.
Interviews and collects confidential information for department programs and services.
Maintains, monitors and reports compliance status on monthly loan payments for certain community development programs including; processing bank drafts, entering payments, reconciling
accounts, and generating loan invoices, receipts and reports.
Coordinates with Finance Department and outside realtors on lien searches to include research, payoff, lien release, document filing, and updating of records
Monitors loan recipients to ensure compliance with contract terms that includes: verification of residency, homeowner’s insurance, taxes, homestead exemption and utilities.
Monitors office and meeting supplies, places orders, makes purchases, and accepts deliveries
Assists staff with organizing onsite and offsite meetings, schedule appointments, updated calendars follow-up with arrangements, and assembles established materials; coordinating activities
to ensure smooth, uninterrupted business.
Orders meals for department sponsored meetings, trainings, and other special events, assists in the purchase, pick-up, delivery, and set-up and break down
Assists in the filing and processing of legal documents such as liens, deeds of trust, etc. throughout the year
Develops, produces, and distributes, program brochures and quarterly newsletters into draft and final copy; works with CD staff to prepare articles and information for inclusion in the
newsletter.
Assists with reports by compiling and entering information and other requested information.
Maintain regular and punctual on-site attendance.
Additional Duties:
Performs other duties as assigned
Minimum Qualifications / Acceptable Equivalency:
High school diploma or GED equivalent
Three years progressively responsible administrative experience, which involves high public contact, discretionary decision-making, handling of confidential matters and administrative
duties.to include working with computers to track budgets/expenditures, process payroll, pay invoices, and produce newsletters
Core Competencies:
Ability to communicate effectively both verbally and in writing
Ability to make discretionary decisions and handle confidential and administrative duties
Customer oriented; able to maintain self-control in stressful situations
Effectively interacts with a diverse group of individuals in need of assistance
Adept in diagnostic information gathering and maintaining a high level of personal credibility and fairness; especially in matters of applications for assistance.
Respect the strict confidential nature of personal records, information, and concerns shared by others.
Adept in analyzing information and resolving problems; whereby applying appropriate procedures and responses
Maintains necessary knowledge and skills to competently accomplish work responsibilities.
Proficient in using Microsoft Office Suite, Adobe professional software and website editing
Builds and maintains collaborative relationships with coworkers and customers Ensures that one’s actions promote professionalism and credibility for the organization.
Demonstrates accountability in completing tasks, projects, or other work assignments on time and according to established performance standards with minimal supervision
Demonstrates knowledge of payroll procedures, account payable and receivables
Preferences:
Bilingual in Spanish and English
Prior experience developing newsletters
Working knowledge of JD Edwards
Proficiency in Windows Office Word, Microsoft Excel, Publisher, Word, and Access
Conditions of Employment:
Must have a valid Class “C” Driver’s License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class “C” driver’s license and state
required minimum automobile liability insurance within 90 days of hire per state law)
Must pass a drug test, driver’s license check, criminal history background check, and social security number verification check
Must be able to work overtime when requested
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: M
Sitting: E
Walking: M
Lifting: I
Carrying: M
Pushing/Pulling: I
Overhead Work: A
Fine Dexterity: E
Kneeling: I
Crouching: I
Crawling: I
Bending: I
Twisting: I
Climbing: I
Balancing: I
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, various software applications, telephone, and other general office equipment such as a printer, and fax
machine.
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: 1/5/2022
Revision Date: