Management Assistant

SUMMARY

Working for the City of Kyle

ESSENTIAL FUNCTIONS / KNOWLEDGE, SKILLS, AND ABILITIES

• Provides professional support on highly technical and/or specialized projects.
• Facilitates the handling of time-sensitive requests such as Public Information Requests, Council and City Board agenda items, as well as other confidential documents.
• Verifies accuracy and completeness of critical documents.
• Opens, sorts, reads, prioritizes, and routes incoming mail, including faxes and emails.
• Prepares memos, letters, and other correspondence using spreadsheets, databases, or presentation software.
• Using independent judgment, performs data analysis, problem solving, and recommends operational and administrative process improvements.
• Conducts research, compiles data, and prepares documents for consideration and presentation.
• Files and retrieves documents, records, and reports.
• Attends meetings, records minutes, and distributes meeting notes.
• Maintains calendar, schedules meetings, conferences, and events, plans for travel itineraries, and makes travel arrangements.
• Maintains essential records, prepares reports for inventory, participation, and membership.
• Assists with accepting, receiving, and collecting payments.
• Demonstrates full knowledge of administrative tasks for the Parks and Recreation Department.
• Assists with Parks and Recreation Department programs, activities, and special events.
• Assists with rentals, program/event registration, and facility reservations.
• Assists with promotional material, scheduling, and registration.
• Communicates with customers, contractors, participants, community members, and City of Kyle employees via email, on the phone, and in person, providing excellent customer service.
• Utilizes web-based software for departmental performance updates, budget updates, sports management, rentals/reservations, and information for programs and events.
• Assists with preparing, updating, and providing needed information to the citizens of the community.
• Attends staff, committee, and council meetings and gives presentations as needed.
• Ensures City financial and procurement policies, procedures, and safety guidelines are followed.
• Miscellaneous:
  • Working M-F, with occasional weekends and holidays as needed in accordance with program and special events schedules.
  • Provide support at various departmental programs/activities.
  • Contributes to team effort by performing other duties as assigned.

• Proficient in Microsoft Office Suite and Adobe products, including Word, Excel, PowerPoint, Office 365, Acrobat, etc.
• Effective verbal and written communication skills; able to compose and prepare reports, records, and correspondence.
• Knowledge of Parks & Recreation administration and methods; recreation and general programming.
• Knowledge of applicable state, federal, and local laws involving any parks and recreation specifications.
• Ability to work with citizens and participants of all ages; develop, create, and implement activities and work with a multi-cultural community.
• Ability to exercise judgment and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
• Ability to communicate with City and Department leadership, co-workers, and public; must work well with other employees to accomplish tasks safely and efficiently.
• Ability to maintain cooperative relationships with city officials, city staff, partners, city vendors, city contractors, and the general public.
• Ability to remain calm and act resourcefully in an emergency.
• Ability to operate the following: computer, printer, telephone, copy machine, calculator, and vehicle.
• Ability to multitask while working with tight deadlines and shifting priorities.
• Ability to work within a fast-paced environment.
• Ability to organize work for timely completion.
• Ability to work with minimal supervision.
• Ability to regularly attend work and arrive punctually for the designated work schedule, including evenings, weekends, and holidays.

REQUIRED QUALIFICATIONS, EDUCATION, AND EXPERIENCE

Minimum Qualifications:

• High School Diploma or GED.
• Three (3) years of experience in clerical work.
• Valid Class "C" Texas Driver’s License and be eligible for coverage under the City of Kyle vehicle insurance provider.

• Associate's Degree in business/public administration, office management, etc., or a related field.
• Five (5) or more years of experience in clerical work.

LICENSES, CERTIFICATES, AND OTHER REQUIREMENTS

Physical Demands and Working Conditions:

Work is performed mostly in office settings. The noise level in the work environment is usually quiet to moderate. Outdoor work is required in the execution of special events and can involve exposure to variable and/or extreme weather conditions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other location using various modes of private and commercial transportations; and to verbally communicate to exchange information. Specific vision abilities required for this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Employment with the City of Kyle is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications. Selected candidates for positions will be subject to a background investigation and to pre-employment drug screen, depending on the position, may require a physical assessment upon a conditional job offer.

Available immediately:

• Medical, Dental, and Vision
• UHC Rewards (earn up to $300 annually)
• Employee Assistance Program
• Crunch Fitness Employee Discount @ $29.99 (employee only)
• Heath Reimbursement Account (HRA) city contribution up to $1,000 (pro-rated depending on date of hire with qualifying medical plan enrollment)
• Health Savings Account (HSA)
• Flexible Spending Health and Childcare Accounts (FSA)
• Paid Sick Leave: 3 Weeks (120 hours), accrued by pay period
• 13 city observed paid holiday leave
• 2 paid personal days per fiscal year (depending on hire date)
• Retirement plan includes a 7% contribution of an employee's gross salary to the Texas Municipal Retirement System (TMRS) with a city constribution match of 2 to 1
• 457b Deferred Compensation Plan through Empower
• Voluntary Life and AD&D Insurance plans offered for employee, spouse and children
• Optional Plans: Cancer Coverage, Critical Illness, Accident, Hospital Indemnity, Wellness Benefit, Long Term Care

Available after completing 6 month probation:

• Paid Vacation: 3 Weeks (120 hours), accrued by pay period starting at date of hire
• Employee Tuition Reimbursement up to $5,000 per fiscal year

Available after 1 year anniversary:

• Sick and Vacation Buy Back (eligibility required)
• Longevity pay $15 per month/per year
• Paid Parental Leave: 12 Weeks (480 hours)