ADMINISTRATIVE ASSISTANT II

JOB TITLE: Administrative Assistant II

JOB CLASS NUMBER: CLR405

PAY GRADE: G02

SALARY: $16.50/Hourly

FLSA STATUS: Non-Exempt

BUSINESS UNIT NAME: Civic Center Administration

REPORTS TO: Assistant Civic Center Manager

SUPERVISORY WORK: None

SUMMARY

Under supervision, this position performs a wide variety of complex clerical and financial accounting tasks, operates a variety of office equipment including personal computer, fax machine, calculator, copier, multi-line telephone, etc. Adheres to City rules and policies. Position requires substantial contact with the public and facility clients through telephone and in-person visits.

ESSENTIAL RESPONSIBILITIES

• Answers incoming calls to the department.
• Maintains department records and files as directed.
• Prepares and processes records including time, payroll, requisitions, purchase orders, credit card reports, calendars, website information, attendance, ticket counts, office supplies, return checks, etc.
• Operates a variety of office equipment including personal computers, calculator, copiers, fax machine, TEAMS telephones, etc.
• Acts as receptionist for the department and assists the public and facility clients with information and specific requests.
• Assists with bookkeeping duties in preparation of various reports and tasks including accounting for funds received, computing charges and fees for clients, assisting with booking inquiries, and preparing and monitoring invoices, handling most of all accounts payable for the department.
• Produces various letters, memos, and other records.
• Coordinates print jobs and mailings with other City departments.
• Processes supplier invoices for the department.
• Tracks and logs all department expenditures.
• Processes and maintains credit card transactions.
• Processes WORKDAY reports as needed.
• Is the designated department travel coordinator.
• Provides quality customer service for lessees, patrons, and guests.
• Performs other job-related duties as assigned.

MINIMUM REQUIREMENTS

Requires a High School Diploma or its equivalent and a minimum of one-year of clerical experience. Must have a strong knowledge of accounts payable and standard accounting procedures. Must be highly proficient with Microsoft Office, especially EXCEL. Some college level coursework and experience with WORDAY software is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of personal computers and Microsoft Office software and an aptitude to learn other software.
• Ability to operate and have thorough knowledge of various office machines including copiers, calculators, fax machines, multi-line telephone and computer operations.
• Ability to type, 55-60 wpm is preferred.
• Must have strong verbal and written communication skills.
• Must possess a working knowledge of accounts payable procedures and accounting principles.

ADA PROFILE

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this Job, the employee is required to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The employee is also required to finger, grasp, handle, walk, stand, hear, crouch, reach, speak, see, and talk. It also requires the ability to make rational decisions and perform repetitive motions.

WORK ENVIRONMENT

The employee works in a safe and secure indoor work environment that may periodically have unpredicted requirements or demands.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.