Administrative Support Services Specialist

HIRING RANGE: $1,825.96 - $2,236.88 Biweekly
FULL SALARY RANGE: $1,825.96 - $2,647.79 Biweekly

The City:

With over 100,000 residents, the City of Allen is a dynamic and welcoming community. The City of Allen's strong economy, diverse population, great educational institutions, and quality of life make it the ideal place to work, live, and play. The City of Allen has something to offer for everyone.

The City's Mission is "To achieve excellence in managing the development of the community and in providing city services so that conditions of living and public confidence are continually enhanced."

Our employees serve the citizens of Allen with the following values:

People First - Giving priority to others

• Respect - Treating others with courtesy and dignity
• Integrity - Serving with honesty, trust, and hard work
• Deliver - Following through on commitments while exceeding expectations
• Excel - Creating an innovative and improving work environment

The purpose of this position is to provide comprehensive support to the City Secretary/City Management department. Responsibilities include handling correspondence, managing information flow, overseeing purchasing and accounts payable tasks, generating reports, and processing various administrative documents. They also excel in providing exceptional customer service, assisting with fire permit processes, and performing diverse administrative duties such as scheduling, typing, and maintaining records and databases. Additionally, they exhibit leadership skills by supervising assigned staff, resolving issues, and ensuring efficient workflow.

This information is intended to describe the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• Provides support to the department by handling correspondence, distributing mail, writing memos and letters, making copies, managing the flow of information for the department, overseeing purchasing and accounts payable tasks, utilizing computer programs and software, generating and distributing reports for the department and processing purchase orders, time sheets and leave requests.
• Provides customer service by greeting and assisting customers, taking incoming calls, routing calls to the correct office or person, copying and distributing messages within the office, answering questions from citizens, applicants, employees, and the general public, assisting customers with complaints, and making calls for the department when necessary.
• Provides numerous administrative services by scheduling appointments, typing, proofreading and preparing reports, screening calls and participating in the duties relating to department administration, advertising and updating open positions, publishing legal notices, maintaining department inventories, including ordering and maintaining office equipment and supplies, maintaining personnel files, payroll records and agenda items, may prepare zoning cases and providing assistance to other departments and preparing special projects as requested.
• Plans, directs, coordinates and reviews work of assigned staff by meeting with staff to identify and resolve problems, assigning work activities, projects and programs; monitoring workflow; reviewing and evaluating work products methods and procedures and providing training and direction as needed.
• Maintains records and databases by updating and maintaining files and records, creating and maintaining databases, obtaining and entering information into databases, compiling and preparing information for reports, and researching or searching for information in files and databases. May serve as the Records Liaison Officer for the department's Records Management Program.

Education & Experience
Work requires broad knowledge in a general professional or technical field. A typical way to obtain the required qualifications would be:

• Bachelor's degree plus two (2) years of relevant work experience
• Associate's degree plus six (6) years of relevant work experience
• High School Diploma or equivalent, plus ten (10) years of relevant work experience

Certification and Other Requirements

Valid Texas Class C Drivers License.

Knowledge of:

• Customer service principles and effective communication techniques

• Departmental operations and interdepartmental coordination

• Microsoft Office Suite and database software for reporting and record maintenance

• Records retention and management practices

• Purchasing, accounts payable, payroll, and timekeeping processes

• Office administration, recordkeeping, and clerical procedures

• Organizing, maintaining, and retrieving records and data accurately

• Preparing reports, memos, agendas, and legal/public notices with attention to detail

• Leading and supporting staff by coordinating workflows and training as needed

• Handling multiple tasks with accuracy and efficiency in a fast-paced environment

• Managing correspondence, scheduling, and departmental communications
• Providing courteous and professional service to internal and external customers