Hiring Range: $59,495 - $74,368
Full Pay Range: $59,495 - $89,242
Work Schedule: Monday - Thursday or Tuesday - Friday, 7:30am - 5:30pm
3-day weekends Friday - Sunday or Saturday - Monday
Attends various meetings in the evenings as necessary
Benefits at the City of Rowlett Include:
- 4-day work week
- Medical, dental and vision insurance
- Life insurance (2x salary up to $150,000)
- Long-term and short-term disability
- Flexible spending account
- 20-year retirement plan with the Texas Municipal Retirement System
- 5-year vesting and a 2:1 City match
- 4-day work week
- Vacation – 2 weeks during the first year, 3 weeks after the first year
- Sick leave – 2 weeks per year
- Employee Assistance Program
- Longevity pay
Position Overview:
Under general supervision, provides responsible paraprofessional assistance in the analysis, implementation, and monitoring of assigned programs; provides highly responsible administrative staff assistance including conducting specific and moderately complex analyses of a wide range of department activities; participates in coordinating assigned activities with other divisions, outside agencies, and the general public; processes and maintains a variety of documents, forms, and records; and performs a variety of research duties in support of assigned department. Performs other duties as assigned. Provides internal and external customer assistance by answering telephones and providing help and support to walk-in customers.
Essential Job Functions
Assists in the administration of specific Community Development areas by providing technical assistance and information to staff and the general public. Provides support to the Planning & Urban Design, Neighborhood Services, Building Safety, and Animal Services divisions. Plans, coordinates, and organizes meetings, travel arrangements, appointments, conferences, and special events. Prepares correspondence including memos, letters, meeting agendas and minutes Responds to and follows up on questions and inquires and /or complaints regarding departmental polices, ordinances, and regulations. Interprets policies and procedures as established by the Director of Community Development. Compiles data based on research techniques and statistical compilation involving understanding of operating division programs, policies and procedures; drafts financial, statistical, narrative and/or other reports as required.
Assists in developing and administering the Department’s budget; signing check requests and monitoring expenditures. Assists in submitting annual budget documents, participates in budget meetings with the Director of Community Development, and serves as department’s Budget Liaison. Prepares and monitors Department budget by gathering and organizing, analyzing and inputting data and information. Reviews, verifies, tracks, and processes budget transfers, check requests, purchase orders, and purchase requisitions. Handles subscription renewals, coordinates department office supplies and equipment ordering. Administers the City’s procurement card system for the Department, including tracking and reporting all expenditures; reconciles department’s reimbursement for petty cash expenditures.
Assists in the preparation and coordination of agenda items, resolutions, ordinances for the Planning and Zoning Commission, Board of Adjustment and Animal Services Advisory Board. Responsible for distribution of agendas and packets via email and entry into City Website. Attends P&Z, BOA and ASAB meetings in order to facilitate and record attendance and minutes.
Undertakes a variety of tasks in consultation with Department staff such as resolving citizen issues or referring to the appropriate staff member for action; Works cooperatively with other departments/divisions to provide quality, seamless customer service; provides technical support for various office equipment and equipment maintenance.
Prepares paperwork for personnel actions including new hires, promotions, terminations, division transfers; coordinates recruitment process with Human Resources; will participate in selection of staff by assignment to review board representing the Director of Community Development; monitors the department’s administrative records retention and destruction; Performs function of payroll administrator and monitors employee’s use of holidays, sick time, compensatory time, etc. to be submitted to the Kronos system. Utilizes Munis through Tyler Dashboard to perform functions that include processing purchase orders, reconciliation of Procurement Cards and purchases, and process accounts payable.
Ensures all permits processed are filed and entered in accordance to division and departmental specifications. Collect fees and make deposits on a daily basis while maintaining a cash register drawer. Assists Building Inspections Development Assistance Center by performing Permit Tech duties including issuing building and health permits, contractor registrations, rental registrations, collecting payments, assisting customers on phone and in person.
Performs various administrative duties such as, maintaining general office supplies, establishing office procedures and filing systems, composing office correspondence, and maintaining the Community Development Division website. Arranges and implements conferences and committee meetings as directed. Relieves Director and assigned divisional team managers of operational and administrative details. Makes travel arrangements, and coordinates itineraries for conferences and seminars. Coordinates division calendar and schedules. Archives files and maintains proper documentation for record retention purposes.
Assists in budget preparation and monitors budget expenditure. Processes accounts payable transactions for the department and assigned divisional team. Inputs time sheet information for department and assigned divisional team as needed. Reconciles P-Card transactions for the department and assigned divisional team. Reviews and analyzes mobile phone bills. Answers phone calls for department, assigned divisional team, and citizen action center as needed. Assists walk-in customers by providing mediation between department representatives and citizens.
Performs other duties as assigned. Regular, reliable, and non-disruptive attendance is an essential function of this position, as is the ability to create and maintain professional, harmonious working relationships with others.
Minimum Requirements
Bachelor’s degree from an accredited college or university in business administration, accounting, public administration or closely related field and a minimum of five (5) years of related experience in working with the public as an administrative assistant.
Other Requirements
Valid Class "C" driver's license. Must have and maintain a good driving record in accordance with the driving standards as established by the City of Rowlett. Must report all traffic citations to his/her departmental Director or his/her designee within two working days of receipt.
Must be able to attend Planning and Zoning Commission meetings, Board of Adjustments, Animal Services Advisory Board and other required evening meetings.