Administrative Assistant - Planning

WORKING FOR THE CITY OF MCKINNEY

Working for the City of McKinney is more than just a job; it’s a chance to make a meaningful impact in the lives of others. Proudly recognized on the Top Workplaces USA list by USA TODAY in 2024, our team is dedicated to making McKinney one of the best places to work, live, and raise a family. Join us and start making a difference today.

The Administrative Assistant provides administrative support to the Planning Department management team and staff. Primary responsibilities include, but are not limited to: providing general office support and customer service such as answering telephone calls, providing general information to the public, data entry, maintaining files and records, processing department mail and documentation; composing and preparing correspondence, memoranda and other documents; assisting with budget preparation and management;

processing payroll; and providing general support and coordination for multiple boards including preparing and posting meeting agendas, preparing board meeting materials and taking official public board meeting minutes; coordinating arrangements for meeting rooms/facilities, equipment, materials, meeting setup and cleanup. Performs related work as required.

• 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.

• Provides administrative support for the Planning Department and assists staff with routine administrative tasks such as screening telephone calls, mail, e‑mail, and other communications and initiating appropriate action/response; types, composes, edits, or proofreads various documentation.
• Maintains calendars and coordinates meetings, appointments, interviews, and/or other activities including, but not limited to travel arrangements, accommodations, conference registrations, and/or other related plans.
• Provides clerical support functions for meetings and other strategic initiatives including, but not limited to researching and booking meeting dates and locations, producing supporting materials, and producing meeting minutes.
• Responsible for the creation of board meeting agendas; preparation of board meeting materials; taking official public board meeting minutes; coordinating arrangements for meeting rooms/facilities, equipment, materials, meeting setup and cleanup.
• Responsible for the accurate execution of a number of budget related functions including, but not limited to assisting in the creation of an annual budget, monitoring and processing expenditures, drafting and processing financial forms, reconciling financial statements, and practicing sound budget management techniques.
• Processes accounts payable and financial documentation: reviews invoices for accuracy and researches discrepancies; assigns proper budgetary codes to invoices; prepares check requests and forwards invoices for payment; compiles budget information.
• Responsible for monitoring and processing department‑level payroll functions including, but not limited to ensuring that payroll activities are executed correctly and processed on time.
• Compiles administrative and/or statistical data pertaining to department operations: consolidates data; enters data into computer; prepares reports/lists.
• Researches and investigates records and various information sources, compiles summaries, and composes and prepares correspondence, memoranda, reports, presentations, and other documents.
• Processes incoming/outgoing mail: sorts, organizes, opens, stamps, and/or distributes incoming mail; receives/signs…