Administrative Assistant - Parks (Part-Time)

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 assigned area of responsibility such as managing calendars and schedules, arranging appointments, meetings, and conferences, as directed. Compose 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 expenditure estimates, and gathers and organizes supporting data. Monitors individual accounts within these budgets to track expenditures. Establishes and maintains appropriate databases including physical and electronic files for the department. Prepares reports as directed. Initiates correspondence on a variety of matters requiring an understanding of department and City policies, procedures and ordinances. Enters payroll hours into financial/payroll system for assigned area of responsibility. Operates office equipment, including copiers, facsimile machines, and computers; inputs and retrieves data and text. Supports the daily management of grant funds, coordinating financial reporting and program milestones to ensure strict compliance with donor regulations. Assists with reviewing procurement requests, requisitions, and vendor invoices for accuracy and compliance before authorizing funds. Initiate, review, and track purchase requisitions and Purchase Orders (POs) through the procurement system, ensuring accurate coding and compliance with policies. 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:

Must have sound knowledge and ability in business correspondence and an ability to proofread for grammar, spelling, and punctuation with a high degree of accuracy.

Skilled In:

Proficient in the use of personal computers and software applications, including Microsoft Office, Laserfiche, New World, e-mail, and the internet, with strong keyboarding, grammar, spelling, and punctuation skills; demonstrates excellent oral and written communication abilities, including composing and editing correspondence; accountability and responsibility for actions; adherence to instructions, safety practices, and standard operating procedures; regular attendance and punctuality; and the ability to work effectively with individuals from diverse backgrounds. Performs work accurately and thoroughly, communicate clearly and concisely in both routine and high-pressure situations, manages multiple responsibilities while meeting deadlines, handles confidential information responsibly, and accurately processes and records payment transactions.

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 10 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. 8am - 12pm Monday-Friday.