Administrative Assistant ll - Public Works

Under general direction of the Public Works Superintendent, this position provides interactive and professional support serving the citizens and businesses of Argyle both as needed by Public Works and the Town as a whole. This position will interact with staff and contractors to provide internal customer service as well as other various levels of responsibility within and outside of the organization. The Administrative Assistant is responsible for providing administrative and management support such as writing and preparing reports for public consumption, managing deadlines, researching topics of community interest, communication, meeting and event planning, public relations, office management, and record keeping for official documents. The position will coordinate input and follow up with citizens and stakeholders as needed before and after actions by the staff.

ESSENTIAL COMPETENCIES

• Demonstrates competencies consistent with Argyle Core Values.
• Acts with integrity and professionalism; able to maintain a high degree of confidentiality.
• Ability to establish and maintain effective working relationships and provide excellent customer service to elected officials, department heads, employees, residents, and the general public.
• Highly effective communicator, able to listen for understanding and share information clearly, confidently and with empathy.
• Ability to work in a high visibility office, serving as a representative of the Town.
• Manage office and appropriately manage schedule and time.
• Ability to make decisions in a big picture context, exercise critical thinking, and judgment, and apply the values and priorities of the Town, to recognize and respond to issues of a sensitive and political nature.
• Effective office management, accountable for high-quality work, and able to establish efficient office procedures.
• Able to pay attention to detail, organize, and locate and assemble a wide variety of data and information, often of a highly critical and confidential nature.
• Multi-tasker able to move and track multiple priorities in a fast-paced environment, with exceptional time management skills.
• Advanced word processing, spreadsheet and desktop publishing software used by the Town including, but not limited to: Microsoft Office Excel, PowerPoint, Word, and Outlook; SharePoint, iWorQ, and AI platforms.

DUTIES AND RESPONSIBILITIES

• Answer questions from citizens and businesses related to Town activities / requirements and directs such to appropriate staff contact as needed.
• Independently draft documents for the department or as directed for other executive staff, including, but not limited to, presentations, staff reports, resolutions, ordinances, requests for proposals and/or bid forms and specifications, contracts, grants, meeting agendas, and agenda requests.
• Facilitate information flow between the Superintendent, Town Manager, Contractors, Staff, Citizens, and Businesses of Argyle.
• Processes invoices and reconciles vendor statements. Prepare check requests and purchase orders and all related budgeted funds for the department.
• Delivers photos, social media posts, identifying media opportunities and assisting in delivering the Town’s communications.
• Independently responds to and resolves difficult and sensitive complaints and inquiries from the public; prepares written responses; reviews with other staff as appropriate.
• Maintain organized and up-to-date project files, databases, spreadsheets and records, including project budgets, contracts, permits, and other relevant documents.
• Processes requisitions, invoices and other documents related to Purchase Orders.
• Independently performs wide variety of complex and responsible administrative and clerical support functions including preparing, reviewing and drafting correspondence, reports, public notices, purchase orders, budgets, schedules, calendars and other documents.
• Independently ensures materials, reports, and documents for signature are accurate and complete.
• Independently interacts in a professional and respectful manner with Town staff, officials, other agencies, and the public.
• Independently assists in assembling and publishing weekly reports of various types, the Town website, and other information distribution.
• Assists in food/beverage ordering, service and clean up for various Town events.
• Assists in the planning, preparation, delivery, takedown, and follow-up of various public engagement events.
• Purchase supplies and equipment for the office; create purchase orders; review invoices for accuracy.
• Independently prepares Town Council agenda items and related documentation.
• Maintains confidentiality standards according to the Texas Public Information Act. Processes Texas Public Information Act requests as necessary for the Department.
• Performs other duties as assigned.

Qualifications

• Bachelor’s degree, preferred.
• Four (4) years of increasingly responsible clerical and administrative work, including working within a with high customer service expectations in a visible and forward-facing role with the general public.
• Any combination of preferred or equivalent experience that demonstrates the ability to perform the essential duties of the position may be considered.

Special Requirements SPECIAL REQUIREMENTS Position may require working evenings for meetings which may include occasional evening Town Council and Town Hall events as well as occasional Saturday Town Special Events. Miscellaneous Information

• Position requires mobility within an office environment and requires little physical effort in working with light materials generally weighing ten (10) pounds or less.
• Position requires ability to visit unpaved, uneven natural areas to photograph volunteer clean-up efforts, field conditions, successful public works projects and construction in progress.

Competitive Benefits Package including employer paid health, dental, vision, life, and disability coverages. TMRS 7% employee contribution rate with 2 to 1 match by Town. 13 paid holidays, sick leave, and vacation leave.

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