Administrative Support Services Specialist - City Secretary

HIRING RANGE: $1,917.26 - $2,348.72 Biweekly
FULL SALARY RANGE: $1,917.26 - $2,780.18 Biweekly

THIS POSTING MAY CLOSE AT ANY TIME ONCE A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED

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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 makes 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 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. Key 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.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• 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.
• 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, publishing legal notices, maintaining department inventories including ordering and maintaining office equipment and supplies, maintaining agenda items, may provide assistance to other departments and preparing special projects as requested.
• Coordinates and completes room set-up for meetings and special events, insuring meeting spaces are prepared in advance with all necessary materials.
• Maintains records and databases by updating and maintaining files and records, 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 and two (2) years of relevant work experience

Certification and Other Requirements

• Valid Texas Class C Driver's License.

• Mostly sitting; occasional walking or standing to access files or office areas
• Bending, reaching, or stretching to retrieve materials or supplies
• Lifting or carrying up to 10-15 lbs. (e.g., files, office supplies)
• Frequent use of hands and fingers for typing, filing, copying, and operating office equipment
• Clear vision and hearing to review documents and communicate with staff and the public

• Work is primarily performed in a standard office setting with minimal exposure to environmental hazards

• Interactions with citizens, applicants, employees, and other departments occur frequently, requiring professional communication and customer service skills

• Occasional tasks may require standing for meetings, setting up rooms, or assisting with events

• Position involves handling multiple tasks, deadlines, and routine interruptions typical of a busy administrative office

Skills and Knowledge

• Excellent customer service skills, including answering phone calls and greeting visitors professionally
• Strong verbal and written communication skills for interacting with the public, staff, and officials
• Ability to handle inquiries, resolve issues, and provide accurate information
• Knowledge of administrative and clerical procedures, including correspondence, filing, and recordkeeping
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software
• Experience managing calendars, scheduling appointments, and coordinating travel arrangements
• Ability to prepare reports, spreadsheets, registration forms, itineraries, and travel reimbursement documentation
• Attention to detail and accuracy in processing mail, documents, and financial reconciliations (e.g., p-card charges)
• Ability to prioritize tasks, manage multiple assignments, and meet deadlines
• Flexibility to perform other duties as assigned