Office Manager - WEDC

Salary : $52,404.02 - $60,264.00 Annually

Location : Wylie, TX

Job Type : FULL TIME

Job Number : 2024-00035

Department : WEDC

Opening Date : 05 / 09 / 2024

Closing Date : Continuous

General Summary

Why work for the City of Wylie?

The reason we exist is to serve our residents and guests. By combining our unique talents to ensure the preservation of the small town feel of our area, we are committed to building and sustaining a safe community where economic development and neighborhood enrichment can flourish while creating an unparalleled experience for all.

How we accomplish our mission : Leveraging the diversity of our workforce to continually think and do things differently, the City of Wylie invests in the development of our employees by providing them with a working environment that serves to enhance their personal happiness and elevate their professional goals.

The Office Manager plays a vital role in ensuring the smooth and efficient operation of our organization's administrative functions.

Collaborates with Assistant Director and Executive Director in managing the organization's operations. Responsible for overseeing daily office operations and supporting various aspects of the organization to facilitate economic development, tourism initiatives, and marketing efforts.

SUPERVISION

Reports to the Assistant Director and Executive Director of the Economic Development Corporation (EDC).

Essential Job Functions

• Performs high-level administrative duties with discretion and specialized knowledge.
• Provides courteous customer service by handling inquiries and calls professionally.
• Drafts and edits written communications with attention to grammar and punctuation.
• Implements office policies for efficient workflow and organizational standards.
• Manages office facilities, ensuring maintenance, cleanliness, and safety.
• Coordinates procurement and maintenance of office equipment.
• Oversees inventory to maintain adequate office and kitchen supplies.
• Prepares correspondence and various reports and / or documents for general distribution.
• Organizes and coordinates the preparation of various brochures, newsletters, and handbooks as directed. Researches, compiles and arranges administrative and statistical data.

Prepares reports on assigned projects, gathering necessary information and summarizing data.

• Heavy use of spreadsheet, word processing, accounting software, reservation / scheduling software, advanced versions of Adobe, website software and reporting skills.
• Maintains and schedules various meetings and calendars. Coordinates and conducts special meetings and / or events, takes minutes at meetings and / or transcribes dictation.

Updates the website as needed and posts agendas and meeting minutes.

• Represents organization at Administrative / Support Services staff meetings and other meetings.
• Coordinates travel arrangements and schedules meetings for conferences, establishing meeting time, location, and contacting attendees as needed.
• Organizes, searches, retrieves, and maintains hard copy and electronic files from various sources and locations. Maintains historical records by filing and retrieving documentation, preserving sensitive information, ensuring confidentiality, producing file folders, and tracking documentation and files.
• Assists the public and staff, by telephone or in person, with questions requiring knowledge of organizational programs, policies, and procedures.
• Pays invoices and performs budget reconciliation.
• Assists with department budgetary responsibilities by coordinating and assisting in the implementation of the budget; monitoring the budget when appropriate;
• assigning account codes; ensuring invoices, checking requests, and submission of payments are processed; processing purchases;

maintaining petty cash accounts and documenting data as appropriate.

• Receives, screens, and organizes payroll records submitted to the department and assists in the preparation of payroll records for employees within the organization.
• Manages property maintenance tasks, including mowing, upkeep, signage and other related responsibilities.
• Performs as a responsible steward of the public trust and strives for excellence in public service, enhancing the quality of life for all.
• Acts in a civil, respectful manner at all times to management, co-workers and others.
• Performs other duties as may be assigned.

Minimum Job Requirements

A High School Diploma is required, but a Bachelor's Degree is strongly preferred. Valid Texas Driver's License with a safe driving record.

Over five (5) years of experience as an administrative assistant in local government or related experience.

Physical Requirements / Work Environment

Low : Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly.

PHYSICAL ACTIVITIES REQUIRED

Bending Carrying Fine Dexterity Handling Hearing Lifting Reaching Standing Talking Twisting Vision Walking Climbing Crouching Kneeling Sitting Pushing / Pulling

PRIMARY WORK ENVIRONMENT : Indoors

SHIFT WORK : No

CALL-OUT : Occasionally

Retirement benefits with Texas Municipal Retirement System. Contributions by payroll deduction. Employee contributes at 7% level.

City matches 200% of employee contribution. Mandatory.

• Deferred compensation - Nationwide and Edward Jones. The City does not contribute. Employee contributions by pre and post-tax payroll deduction. Optional.
• Health / Dental / Vision / Prescription insurance PPO plan. City pays full premium for employee, approximately 47% of dependent premium.
• Flexible Spending Account - allows for pre-tax deduction for eligible medical expenses as well as dependent care expenses. Optional.
• Life insurance - 2x annual salary through New York Life. Fully paid by City and 1x annual salary through TMRS. Total of 3x annual base salary.
• Long-Term Disability for all full-time City employees.
• Twelve paid holidays : New Years Day, Martin Luther King Day, Good Friday, Memorial Day, July 4th, Labor Day, Veteran's Day, Thanksgiving Day and Friday following, Christmas Eve, Christmas Day and one floating holiday.
• Vacation - Earn three weeks of vacation in the first year.
• Sick leave accrues each full pay period.
• Sick leave conversion to vacation leave (once per year in January).
• Sick leave buy back (if budget allows; once per year).
• Bereavement leave, military leave, jury duty leave.
• Longevity pay $4 per month of service; paid once per year.
• Workers' compensation benefits
• Tuition reimbursement - $2,000 per year.
• Direct Deposit - City of Wylie Payroll will deposit employee paycheck to any bank accepting wire transfers.
• Family and Medical Leave Policy as described by federal legislation.
• Free Recreation Center employee membership.
• City pays every two weeks. (26 pay periods per year)

The supplemental questions are a very important first step in our screening process. Therefore, you are required to complete these questions so that we may initially determine your eligibility for this position.

A lack of detail and explanation in the supplemental questions and in your application may result in disqualification for this position.

This means you will be ineligible for further consideration in this recruitment process. Please check "yes" to confirm that you have read and understand this statement.

Are you currently an employee at the City of Wylie?If you are applying for a position within your current department, the Internal Transfer Request IS NOT required.

If you are applying for a position within another department, you must submit a completed Internal Transfer Request to Human Resources, prior to submitting your application.

Your application will not be forwarded to the hiring manager until you have submitted the completed Internal Transfer Request.

Employee Handbook, Section 23 : Transfers, Promotions & Interim Pay : "Current employees must submit an online application or a resume as well as an Internal Transfer Request to Human Resources for consideration.

Please request a link to the Internal Transfer Request form from HR.

• Yes, I am currently an employee at the City of Wylie
• No, I am not currently an employee at the City of Wylie

Do you have a valid Driver's License?

• Yes, I have a valid Driver's License.
• No, I do not have a valid Driver's License.

What is your highest level of education?

• No High School Diploma or equivalent
• High School Diploma or equivalent
• Some College
• Associates Degree
• Bachelor's Degree
• Master's Degree or Higher

Please select which software programs you have worked with.

• Google Suite
• Google Docs
• Google Sheets
• Gmail
• Google Calendar
• Google Meet
• Google Slides
• Microsoft Excel
• Microsoft Publisher
• Microsoft Word
• Microsoft PowerPoint
• Incode
• Acrobat Pro
• NEOGOV
• Laserfiche

What level of a user would you describe yourself as with Google Suite products Docs, Sheets, and Slides?

• Basic
• Intermediate
• Expert

What level of a user would you describe yourself as with Microsoft Office products Word, Excel, and PowerPoint?

• Basic
• Intermediate
• Expert

Please indicate your length of experience using Google Business Suite.

• None
• Less than one year
• One year to less than three years
• Three years to less than five years
• Over five years

Have you ever worked for a city / municipality?

If yes, please list which city, dates of employment and position. If no, please type N / A.

Have you worked anywhere else other than the positions listed on your application?

If you have worked anywhere else other than the positions listed on your application, please describe below.

I understand that I am required to complete all sections of this application thoroughly and that I may not attach a resume in lieu of completing this application.

I also understand that my application will be rejected if it is incomplete.

I understand that to be considered for this position that I must include a cover letter and resume and have done so.

Please take this opportunity to review your responses to the supplemental questions. Ensure that the qualifications stated above can be cross-referenced with the qualifications in your application.

Your application may not be considered for further review if you have failed to show details of where the minimum qualifications are met.

By agreeing to the statement below, you are confirming that you understand this statement, have reviewed your responses to the questions for accuracy and verify that your responses accurately describe your current qualifications.

I verify that all of my responses to the supplemental questions are true and accurate. I accept that if my supporting documentation and / or later steps in the selection process do no support one or more of my responses to the supplemental questions that my application may be disapproved and / or I may be removed from consideration.

Required Question