Administrative Assistant II - Water Purification & Production

Scope of Work

Provides administrative support to the Division and Department. Enters correspondence, reports and other data into computer or related equipment. Assists in the Procurement of equipment, supplies and services through established purchasing procedures and practices, for the city's departments. Duties require independent judgment with understanding of Facilities Department functions, procedures and terminology.

Assists in preparation of Division budget. Monitors expenditures during the year.

• Supports team by performing tasks related to organization and strong communication, completes reports for other staff members as needed
• Prepare spreadsheets to present various data as requested by the Director or Division Manager.
• Answers the phone, screens calls, answers citizen or City Staff inquiries and directs them to the appropriate person and takes messages for the division.
• Assists with purchasing card program, Reconciles purchasing card for division Handles and routes all incoming and outgoing mail.
• Regularly processes work order data entry. Maintains the filing system.
• Serves as manager of office supplies, maintains supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies.
• Coordinates travel and training for division personnel.
• Assists with reviewing and creating electronic requisitions for submittal of electronic bid requests, purchase orders and contracts.
• Occasionally perform work beyond 40-hour work week when workload requires. Maintains work order database and workflows for division.
• Performs other related duties as assigned.

Ability to sit, stand, squat, and move about an office and vehicle maintenance facility. Ability to drive a city vehicle.

Ability to read and understand manuals and updates regarding City and departmental policies and procedures. Skill in experience in the operation of computerized systems in order to design or complete spreadsheets, forms databases or work processing assignments.

High school diploma or equivalent plus three to five years’ experience working as an administrative assistant/ clerical position. Must complete typing test with a minimum score of 40 wpm, data entry test with minimum score of 10 kpm, spelling and grammar test with minimum score of 60. Experience in spreadsheet applications, databases and word processing required. Valid Texas driver's license required.