Administrative Assistant - Temp

City of Midland•Tx, TX

About The Position

Under general supervision, the Administrative Assistant performs administrative, technical support, and customer service duties for the Transportation Division and Engineering Department. The role supports division operations through meeting documentation, communications, service-request tracking, purchasing and payroll data entry, record maintenance, and budget assistance. It also communicates with citizens, field personnel, vendors, contractors, and outside agencies.

Requirements

High school diploma or equivalent.
Three to five years of experience working in a similar position.
Complete a typing test with a minimum score of 40 wpm.
Complete a data entry test with a minimum score of 100 kpm.
Complete a spelling test with a minimum score of 60.
Complete a grammar test with a minimum score of 60.
Experience with Microsoft Office.
Valid Texas driver's license.
Ability to communicate orally and in writing with citizens and other departments.
Ability to read and understand manuals and updates regarding City and departmental policies and procedures.
Skill operating and maintaining office equipment, including computers, calculators, copiers, printers, and fax machines.
Typing skills to design or complete spreadsheets, forms, or word-processing assignments.
Ability to learn and understand payroll data entry, purchasing and procurement software, payroll software, and industry-specific software.

Nice To Haves

Bilingual.

Responsibilities

Complete weekly planning meeting minutes for the division.
Answer phones, communicate with field personnel by radio, greet visitors, respond to citizens' inquiries or direct calls to the appropriate person, and take messages.
Enter, route, and track service requests in the work order system.
Receive purchasing card transaction logs and statements from divisional cardholders and code credit card transactions to the appropriate divisional accounts.
Handle and route incoming and outgoing mail.
Maintain vendor files, including contact information and current and past contracts.
Maintain office supplies for the Transportation and Traffic Operations Divisions.
Assist with the annual uniform order for the Transportation and Traffic Operations Divisions.
Maintain personnel files.
Initiate check requests, purchase orders, and requisitions.
Enter payroll information.
Compile cost information for reimbursement for damage to City property.
Communicate and coordinate with the State, the County, and public utility companies.
Assist Division Managers with management of the annual budget.
Complete tasks using Microsoft Office programs and industry-specific software.
Perform related duties as assigned.