Administrative Assistant III

Responsible for performing moderate-to-complex administrative and technical duties, administrative detail, discretionary decision-making, and specialized knowledge. Independently administers assigned responsibilities ensuring excellent customer service.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Provide information regarding division policies and procedures to internal and external stakeholders; update division policies and procedures as directed.
• Principal secretarial support to the department; calendaring, note taking, arrange meetings, conferences, and travel.
• Assist with the planning and execution of events, including set‑up and/or break down, coordination of meetings, ordering, shopping for supplies and following up with internal and external stakeholders.
• Maintain official documents and retention; monitor records, ensure storage in system‑of‑record locations, and follow record destruction policy and procedure.
• Perform record keeping duties to assure fiscal and administrative control of department activities, including detailed tracking of expenditures, verification and payment of invoices, prepare/review/process purchase order requests, verify requisitions, and expense and travel reports; ensure data accuracy and compliance.
• Serve as a first point of contact for the department office; screen telephone calls, incoming correspondence and direct and/or guide visitors to their destination.
• Maintain department inventories for office supplies and uniforms; submit supply and/or uniform orders through the City of Denton contracted vendor(s) websites, maintain list of items, acquire product and track date of distribution, as appropriate.
• Produce, proofread, maintain, revise, and verify data for division documents; prepare agenda items, minutes, resolutions, and other related materials, as directed, or needed by leader.
• Conduct simple-to-moderate research to resolve customer concerns and/or identify specialized materials relevant to division projects.
• Perform administrative processes involving payroll procedures, purchase requests, JD Edwards processes and accounts payable; train employees in administrative processes, as needed.

• Provide support to 311 Operations.
• Serve as backup support to Public Utilities Board (PUB), as needed.
• Maintain the accuracy and security of personnel and accident records, reports, and reconcile accident accountabilities to appropriate stakeholders.
• Assist with maintaining DME Apprentice Programs and coordination with Department of Labor.
• Serve as a Notary Public; notarize documents related to legal matters as appropriate.

• None.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.
• Follow established safety procedures and techniques to perform job duties including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in work area and/or any conditions that are not immediately correctable to supervisor.

• Safety Sensitive (Subject to random drug testing):
  No.
• Tools/Equipment Used:
  Standard office equipment, including computer and peripherals.
• Posture:
  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:
  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting:
  Lifting no more than 20 pounds and carrying up to 10 pounds.
• Environment:
  Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Travel:
  Travels to City of Denton buildings and professional meetings as required.
• Attendance:
  Regular and punctual attendance at the worksite is required for this position.…