Administrative Aide II

City of Arlington•Oklahoma City, OK

1d•$23 - $28

About The Position

This role involves working closely with city staff at all levels in various departments. The successful candidate will have the ability to handle a diverse set of tasks, including managing financial transactions, ensuring smooth communication, and assisting in the efficient processing of purchases and supplies.

Requirements

Familiarity with general office practices, procedures, and the effective functioning of administrative tasks such as filing, organizing, and scheduling.
Strong skills in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.) and other relevant software; ability to adapt to new tools and software quickly.
Ability to communicate professionally and tactfully, both verbally and in writing, with a wide range of individuals, including city employees and the public.
Demonstrate ability to manage and prioritize multiple tasks simultaneously while maintaining a high degree of accuracy and attention to detail.
Ability to exercise discretion, confidentiality, and independent judgment, leveraging knowledge of the organization’s policies and procedures.
Ability to work efficiently with minimal supervision while following general instructions and completing tasks within specified timelines.
Ability to perform various physical tasks such as filing, sorting documents, standing, walking, typing, and performing routine office duties that may require bending, stooping, or twisting.
Proficient in using office equipment such as computers, telephones, calculators, scanners, copiers, and fax machines.
Ability to assess and prioritize multiple tasks, meeting deadlines while ensuring the completion of critical tasks and responsibilities.
Ability to perform basic mathematical calculations involving fractions, percentages, and decimals, necessary for tasks such as invoicing, tracking expenses, and preparing financial reports.
Capable of working within a set schedule, managing tasks and responsibilities effectively to meet organizational and departmental objectives.
Strong ability to plan, organize, and coordinate tasks, collaborating with both internal and external stakeholders to accomplish team and unit goals.
Associate degree in a business-related field.
(3) three to (5) five years of related office experience required.
Criminal background check

Responsibilities

Serves as a primary point of contact to answer inquiries, provide information, and communicate project updates to the public, city staff, and other relevant parties.
Sets up new suppliers in the Enterprise Resource Planning (ERP) system, ensuring accuracy and completeness of information.
Process cash receipts for various departments and ensure accurate recording.
Handle invoicing and follow up on accounts receivable, ensuring timely collection of outstanding payments.
Manage purchasing card supply orders, track inventory, and handle membership requests. Process and monitor orders in line with departmental needs.
Work closely with various departments to streamline processes, resolve issues, and enhance operational efficiency.
Identify appropriate accounts and assign accounting distribution codes to record deposit transactions.
Access and retrieve information from the financial management system.
Assist staff with filing tasks as necessary, such as filing large volumes of documents or transferring older files to storage.
Assisting with basic accounting functions, such as processing invoices, purchase orders, or expense reports.
Other duties as assigned.