ADMINISTRATIVE ASSISTANT I

City of Thomasville • Thomasville, GA

2h

About The Position

Position serves as the administrative assistant to the Fleet Services Department. Responsibilities include certain general and specific clerical duties including, but not limited to, answering phones, issuing work orders, scheduling, processing requisitions, working with vendors, departments, imputing information into multiple computer programs, and coding invoices.

Requirements

• Must have a high school diploma or equivalent.
• Two years of clerical experience, one (1) year of which must have been in bookkeeping.
• Proficient in Word and Excel
• Must have a valid driver’s license.
• Basic automotive parts knowledge is helpful.
• Some mechanical knowledge.
• Must have the ability to communicate effectively with both internal and external customers.
• Must possess good oral/written communication skills.
• Posses the ability to prepare and maintain various reports, as required or assigned.
• Time management skills are a must.
• Multitasking skills are essential.

Responsibilities

• Work in a professional, team-focused environment.
• Communicate with the public or internal departments either by phone, email or by person.
• Prepare and distribute work orders for technicians.
• Assist in obtaining quotes for purchases and/or services.
• Liaise with the parts stores, and dealerships to obtain necessary materials needed by technicians.
• Schedule maintenance dates for fleet vehicles.
• Verify invoices, process for payment
• Help with being a go between person for sales representatives and shop technicians. As well as the go between for internal departments and technicians.
• Heavy reliance on fleet management software to track vehicle data, maintenance schedules, and fuel consumption.
• Maintain office files, account records and a variety of other records.
• Produce monthly reports and other specific requests.
• Parts ordering, parts inventory adjustments and maintenance.
• Answering phones/taking messages
• Prepare Fleet Technicians for service calls.
• Conduct monthly shop safety inspections.
• Periodically attend city wide meetings.
• Willingness to learn new tasks
• All other tasks assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED