Administrative Assistant

Job Title : Administrative Assistant

Location : Community Services Building, 317 S. Travis Street, Sherman, TX 75090

Job Summary : This position is responsible for performing general clerical duties of minimal to moderate difficulty and complexity in support of the City's Development Services Department.

Essential Duties

• Act as a receptionist, screen calls and visitors, and directs inquiries to appropriate department staff members.
• Assist in processing and issuing building permits to the public, with oversight from the Development Services Coordinator.
• Carry out routine office tasks such as filing, scanning, faxing and maintaining records.
• Responsible for incoming and outgoing mail.
• Keep and maintain office supplies and office appearance.
• Ensure office equipment remains in working condition.
• Type routine correspondence for department staff members.
• Perform other related duties as assigned.

Minimum Qualifications

Knowledge of : Modern office practices, procedures and related equipment commonly used in an office environment. Working knowledge of English grammar, vocabulary, punctuation and spelling. Working knowledge of and the ability to create and maintain various filing and record keeping systems. Proficient with the use of Microsoft Office suite applications (Word, Excel, Outlook)

Ability to : Greet the public courteously and effectively, obtain information, and give understandable explanations or directions. Identify potential negative situations and apply conflict resolution principles to mitigate issues. Perform minor clerical work, including the operation of standard office machines. Communicate verbally and in writing with a variety of people. Establish and maintain effective working relationships with staff, other City employees / departments, City officials, and the public.

Experience and Education : Any combination equivalent to the level of experience and education that would likely provide the required knowledge and abilities will qualify. Experience : Applicants should have at least one year of previous work experience performing related clerical or secretarial duties. Bilingual skills are highly desirable. Education : High School Diploma or GED required. Some college preferred. Previous formal training and / or education in office management or administration is desirable. Licenses / Certifications : Valid Class C Driver License required. Must have reliable transportation for use in deliveries and errands within Grayson County.

Environmental Factors : The essential job duties of this position are typically performed in a normal office setting. The duties of this position require that the incumbent be available to work some overtime hours including evening and weekend hours as required. Additionally, incumbents assigned to this position must be physically capable of performing all essential job duties which including sitting for extended periods of time; dexterity of hands and fingers to operate a computer keyboard; reaching overhead, above the shoulders and horizontally, bending at the waist and kneeling or crouching to retrieve files from cabinets and shelves; hearing and speaking to exchange information in person or on the telephone; seeing to read various documents related to assigned activities; lifting light objects. This position is sometimes stressful due to the high volume of calls and public contact. This position requires a professional demeanor and an orientation towards customer service.

Job Description Verification Authorization : The aforementioned statements are intended to describe the general nature and level of working being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel classified in this position. This job description is subject to change.