Administrative Aide I - PWKS

City of Arlington

9d•$20 - $26•Onsite

About The Position

Under general supervision, this role assists in various aspects of general administrative processes. This includes customer service, public information, human resources, purchasing, facilities operations, office automation, safety, and other areas. The position involves performing customer service duties to address inquiries, requests, or complaints professionally and in a timely manner, directing them to the appropriate department or personnel, and following up as needed. It also includes receiving, generating, and reviewing various records, forms, and reports for accuracy, and replying to citizen requests via phone, email, or specialized applications. High-priority requests are communicated to Field Operations personnel via two-way radio. The role involves processing forms, letters, and other materials for assigned divisions and Executive Management, and distributing information appropriately. Work order records management for maintenance and construction requests, including creating, retrieving, and processing work orders in the department's system, is also a key responsibility. Additionally, the position handles timekeeping duties, processing employee activity reports, verifying documentation, entering attendance information, and maintaining timekeeping records. Procurement duties include ordering, receiving, and dispersing office supplies and materials according to guidelines, and maintaining adequate stock. On-call and after-hours administrative support for the Department Operations Center during inclement weather events is required. The role also manages the intake of pre-qualification applications and forwards them for review, and provides administrative support for travel and training needs, including registration, arrangements, and documentation.

Requirements

Knowledge of office and administrative practices and procedures.
Knowledge of modern office methods, practices, and equipment.
Knowledge of basic Texas Local Government Code purchasing policies and procedures, including use of procurement cards.
Knowledge of time and attendance policies and procedures relating to payroll.
Knowledgeable enough of City and department processes to be used as a resource by other staff members and the public.
Knowledgeable of services provided or managed by other City departments, Tarrant Count, State of Texas, and franchise utility providers and their contractors.
Skill in using a PC, HR software, financial software, asset management software, Microsoft Office products, and two-way radio.
Skill in communicating professionally and tactfully with other city employees and the public by oral and written means.
Skill with organization and attention to detail.
Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies.
Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
Ability to prioritize deadlines and tasks.
Ability to learn new systems and procedures quickly.
Ability to plan, organize, monitor, and collaborate with internal and external stakeholders to accomplish unit objectives.
Ability to understand mathematical calculations involving fractions, percentages, and decimals.
Ability to work within a set schedule.
Ability to perform a variety of physical skills including but not limited to, seeing, sorting, filing, typing, writing, pulling, pushing, squatting, standing, stooping, twisting body, walking, and lifting less than 20 pounds.
Ability to work with minimal supervision in a fast-paced environment and prioritize tasks to meet deadlines and department needs.
Ability to establish positive working relationships with and provide service to internal and external customers.
Ability to gather and analyze information, apply sound judgement in arriving at appropriate conclusions, and determining required follow-up actions.
Ability to learn and/or demonstrate proficiency of various software systems, including but not limited to, Microsoft Office, Workday, CarteGraph, and Accela.
Ability to analyze and evaluate programs, policies, procedures, services, and facilities to develop recommendations for improvements.
Ability to serve as a Notary Public and adhere to Texas Notary Laws.
High school diploma or equivalent.
Two years clerical/administrative experience.

Nice To Haves

Some college.

Responsibilities

Perform customer service duties to address inquiries for information, services requests, or complaints in a timely and professional manner, direct inquiries to appropriate department and/or personnel, communicate the information with appropriate City personnel; provide follow up as needed.
Receive or generate and review various records, forms, or reports for the purpose of completing or verifying for accuracy.
Replying back to citizen requests, through phone, email, or specialized applications like Ask Arlington app or CarteGraph.
Communicate high-priority requests for service to Field Operations personnel using a two-way radio.
Process forms, letters, or other relevant materials required for assigned division and for Executive Management; and distribute information as appropriate.
Perform work order records management activities related to maintenance and construction requests and/or activities, including creating, retrieving, and processing work orders in the department's work order management system.
Perform timekeeping duties for assigned division, collecting and processing employee activity reports, verifying supporting documentation, entering employee attendance information, and maintaining timekeeping records in accordance with applicable records retention requirements.
Perform procurement duties, including ordering, receiving, and dispersing office supplies and materials in accordance with prescribed guidelines.
Maintain adequate stock on hand to ensure supplies are available to complete projects.
Provide on-call and/or after-hours administrative support to Department Operations Center during inclement weather events.
Manage intake of pre-qualification applications and sends applications to the inspection supervisors for review.
Provide administrative support for travel and training needs, to include registering employees for training courses/conferences, making and paying for travel arrangements, and preparing and submitting all pre- and post travel documentation in accordance with City and Department policies.
Provide administrative support for Crossing Guard hiring process.
Serve as back up administrative support for Staff Report process, to include managing department deadlines, reviewing documentation to ensure compliance with City standards, coordinating with department and city personnel as needed, submitting documentation, monitoring submissions during the approval process, and preparing reports for the Director.