Fleet Services - Office Assistant II - Fleet

City of Abilene•Abilene, TX

3d•Onsite

About The Position

Under general supervision of the Division Manager – Fleet Services, performs a variety of reception and clerical duties in support of the assigned department including balancing and verifying cash, verifying invoices for payment and providing reports pulled from and entry into our Fleet software. This position exercises no supervision.

Requirements

Fluent English, spelling, punctuation, and basic arithmetic.
Office equipment and software, including Word, Excel and Google Suite, filing systems, and procedures.
Operate office equipment including computer equipment and type at a speed necessary for successful job performance.
Demonstrate strong organizational skills.
Provide exceptional customer service.
Communicate clearly and concisely, both orally and in writing.
Maintain records and files.
Prepare reports.
Perform accurate computations and tabulations.
Interact with the public in a professional, respectful, and courteous manner.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
A high school diploma or GED is required.
Ability to work in a standard office environment.

Nice To Haves

One (1) year of general clerical experience is preferred.
A valid Texas driver’s license; the ability to obtain within ninety (90) days of hire, or a military waiver is preferred.

Responsibilities

Perform all tasks as directed and provide exceptional customer service to the public, Fleet customers and vendors.
Answer phone calls and assist with walk-ins from internal customers and the public.
Type, file and organize technical and financial reports, letters, forms, and records from copy, rough draft or other sources.
Enter data into and retrieve data from asset management software.
Maintain inventory of administrative supplies; order supplies for the Division; and prepare and submit invoices for payment through check requests and purchase requisitions.
Track internal purchases and employee allowances such as safety boots, tool allowances, shop supplies, employee training and shop tools.
Record shop operational purchasing.
Operate and coordinate maintenance and repair of all types of office machines including phone, fax machine, copier, printers and computer terminals.
Post and reconcile Purchase Card receipts for staff.
Maintain vehicle licensing and registration process.
Coordinate title work with City Accounting staff.
Coordinate Fleet Services’ Records Retention Program in accordance with City and State regulations.
Perform other job related duties and responsibilities as assigned.