Administrative Assistant

City of Midland•Tx, TX

1d•Onsite

About The Position

Under general supervision, performs a variety of administrative, technical support, and customer service duties for the Transportation Division and Engineering Department.

Requirements

Ability to sit, stand, squat, stoop and move about an office and transportation maintenance facility.
Ability to drive a City vehicle.
Employee works with the public or other employees answering inquiries and relaying information from various contractors/vendors to field personnel, taking complaints and processing information or making referrals to the proper staff person.
Has contact with outside agencies, such as contractors, vendors, TxDOT, Midland County, public utility companies, insurance companies, etc., when giving or receiving information regarding various City services.
Ability to read and understand manuals and updates regarding City and departmental policies and procedures.
Skill in the operation and maintenance of a number of office machines and equipment, such as computers, calculators, copiers, printers and fax machine, etc.
Skill in typing in order to design or complete spreadsheets, forms or word processing assignments.
Ability to learn and understand payroll data entry.
Ability to learn and understand purchasing and procurement software, payroll software, and industry-specific software.
Skills to communicate both orally and in writing to citizens and other Departments.
High school diploma or equivalent
Three to five years experience working in a similar position.
Must complete typing test with a minimum score of 40 wpm
Must complete data entry test with minimum score of 100 kpm
Must complete spelling test with minimum score of 60
Must complete grammar test with minimum score of 60
Experience with Microsoft Office required.
Valid Texas driver's license required.

Nice To Haves

Bilingual Preferred.

Responsibilities

Completes weekly planning meeting minutes for the division
Answers phones, communicates with field personnel by radio, greets visitors, answers citizens inquiries or directs calls to the appropriate person, and takes messages for the division
Enters, routes and tracks service requests in work order system
Receives all purchasing card transaction logs and statements from cardholders in the division and codes all credit card transactions for proper allotment to divisional accounts
Handles and routes all incoming and outgoing mail
Maintains vendor files, including contact information and current and past contracts
Maintains office supplies for the Transportation and Traffic Operations Divisions
Assists with annual uniform order for the Transportation and Traffic Operations Divisions
Maintains personnel files
Initiates check requests, purchase orders and requisitions
Enters payroll information
Compiles cost information for reimbursement for damage to City property
Communicates and coordinates with the State, the County and public utility companies
Assists Division Managers with the management of annual budget
Completes various tasks using Microsoft office programs and industry-specific software
Performs related duties as assigned