WORKING FOR THE CITY OF MCKINNEY
Working for the City of McKinney is more than a job.  It is an opportunity to make a meaningful difference in the lives of others.  It is also an opportunity to have a hand in the development of one of the fastest growing communities in the nation.  In 2014, our community was named "The #1 Best Place to Live in America."  Although proud of that honor, everyone on our team is committed to making McKinney an even better place to live, work and raise a family.  That's why we exist.
 
OUR CORE VALUES
City of McKinney employees work hard and at a very fast pace.  However, we also look after and support one another.  All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE).  We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture.  All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high performance organization.
 
SUMMARY OF POSITION
Under the general supervision of the Engineering Office Supervisor, the purpose of the position is to provide administrative support to the Engineering Department by performing daily office operations and providing multifaceted administrative support to the department by performing related work as required.

GENERAL EXPECTATIONS FOR ALL EMPLOYEES
In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.

• Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
• Contribute to a positive work culture.
• Maintain regular and reliable attendance.
• Ability to assess his/her work performance or the work performance of the team.
• Contribute to the development of others and/or the working unit or overall organization.
• Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
• Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same.

 
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides support to the department by performing a variety of administrative duties requiring considerable discretion and specialized knowledge.
• Opens office for regular business hours from 8:00 am to 5:00 pm, Monday through Friday.
• Answers, screens, tracks and responds to routine calls and/or directs telephone calls to appropriate team members.
• Responds to requests for assistance and information from walk-in and telephone inquiries and directs public to appropriate departments and staff.
• Provides daily reception desk coverage for personal and lunch breaks. Assists and provides backup support to other administrative staff as needed.
• Coordinates, arranges, and schedules meetings and appointments and monitors and assists with calendars for all department conference rooms.
• Stock office common areas and conference rooms, in addition to refrigerators and coffee areas and ensures the office and conference rooms are neat, presentable and organized at all times.
• Maintains department supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing orders and verifying receipt of supplies. Ensures that the supply room is tidy and organized.
• Ensure operation of office equipment by completing preventive maintenance as required, calling for repairs when needed and maintaining equipment and supplies inventories.
• Prepares, tracks and updates time sheets resolving discrepancies and submits final time sheets to payroll for bi-weekly payroll processing for the department.
• Processes employee training requests; creates and maintains training files, processes paperwork for payments and reimbursements with proper documentation, and files training certificates and verifications in personnel files.
• Coordinates, prepares and schedules all travel arrangements for staff and assures proper accounts are charged. Completes required documentation for per diem and reconciliation reimbursements.
• Coordinates open records requests process for Public Information Requests and provides record drawings to public as needed.
• Coordinates and processes purchases for department uniforms which includes initiating and tracking purchase orders and orders received.
• Maintains spreadsheets to assist department staff in preparing statistical and monthly reports.
• Coordinates the scheduling of department training meetings and special events as directed including preparing and placing catering orders, meeting/event room setup and cleanup as needed.
• Prepares various correspondence and reports. Operates a computer and associated word processing, spreadsheet, and graphic software, and other office equipment as necessary.
• Run errands for the department including delivery of items to TxDOT and county.
• Comply with all written City policies and procedures.
• Adhere to assigned work schedule as outlined in City and department attendance policies and procedures.         

 
OTHER JOB FUNCTIONS:

• Perform other duties as assigned or directed.                       

 
KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS

• Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
• Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
• Ability to produce desired work outcomes, including quality, quantity, and timeliness.
• Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
• The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
• Ability to build professional relationships with internal staff and customers.
• Detail-oriented with exceptional organizational skills.
• Ability to prioritize given tasks and work efficiently towards completing them.
• Offer flexibility and adaptability, especially during times of change.
• Communicate effectively both orally and in writing.

MINIMUM QUALIFICATIONS
High school diploma or GED is required. Three (3) years of progressive administrative experience and/or training. Proficiency in Microsoft Word, Excel and Outlook is required.
 
Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications may be an acceptable substitute for the above specified education and experience requirements.
 
CONDITIONS OF EMPLOYMENT

• Must pass a drug screen and background check.
• Must have Class C Texas Driver's License