Cmo Office Coordinator - City Secretary's Office

Job Summary

This position will be the coordinator for the City Secretary located in the City Secretary's Office.

Are you looking for a rewarding and stable career? Look no further than the City of Grand Prairie! By joining the City of Grand Prairie, you will become an integral part of a successful and dynamic organization that values its 1,600+ employees and offers promising prospects for a bright future. Apply today and embark on a fulfilling and promising career path

The purpose of this position is to assist the City Secretary's Office with administrative and clerical duties. This is accomplished by coordinating meetings; providing excellent customer service in person, over the phone and virtually; communicating effectively with executive staff, City Council members and internal and external customers. Other duties include scheduling meetings, composing routine correspondence, calendaring, making travel arrangements, performing timekeeping, purchasing, accounts payable/receivable duties, reviewing and distributing mail, posting agendas, and assisting with scheduled evening meetings on occasion.

Essential Job Functions

This information is intended to be descriptive of the key responsibilities of the position and is not all inclusive. Duties may amend over time as projects, staff, technology and assignments modify. The following examples do not identify all duties performed by any single incumbent.

Key Duties Typically Include

This position is primarily sedentary, lifting up to 10 pounds occasionally, with sitting most of the time. Walking occurs periodically but for brief periods to get mail, post agendas on bulletin boards, deliver or pick up items and movement from building to building for a variety of reasons on any given day.

• Must be highly proficient in Microsoft Office products - specifically, Word, Excel, PowerPoint, as well as Outlook. Experience utilizing Lawson, Municode, JustFOIA and Laserfiche preferred but not required.
• All other duties as assigned.
• Assist with special events and meetings by setting up and organizing meals, arranging speakers, meeting rooms, making copies, etc.
• All other duties as assigned by a supervisor/manager within your department/division for any projects, documents, research, materials, coordination and/or collaboration needed.
• Provide customer service support to citizens by answering questions/concerns or referring citizens to the appropriate department for response.
• Provides secretarial assistance to the City Secretary's Office by scheduling appointments and meetings; preparing correspondence; making travel arrangements and maintaining records and files following prescribed State and city retention requirements.
• Must demonstrate accuracy and efficiency when preparing business documents, presentations, spreadsheets, and work assignments.
• Provide backup assistance to the City Manager's Office and City Secretary's Office staff.
• Assist with research as required by staff utilizing city records (maps, Laserfiche, Municode, etc.)

Minimum Qualifications

Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities may qualify. A typical way to obtain the knowledge, skills and abilities would be:

• Experience: At least three years of administrative support experience working with high level executives.
• Education: High School/GED required with 6 months of additional education beyond high school, such as college hours, technical or correspondence courses. Additional experience may substitute for the 6 months of additional education.
• Licenses: Valid Texas Class C Driver's License required.

Closing Date/Time: 7/28/2023 5:00 PM Central