Administrative Assistant II (Fleet)

REPORTS TO: Division Administrator or Fleet Resources Coordinator

FLSA STATUS: Non-Exempt

CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period

PAY GRADE: 110

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to provide secretarial and administrative support to the Division within the Department. Duties and responsibilities include, but are not limited to, maintaining records and reports; performing clerical duties; assisting with the preparation of budgets; maintaining office inventory; and performing additional tasks as assigned.

Job Related Requirements

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

High school diploma or equivalent with two years of clerical, bookkeeping or general office related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

Must possess a valid driver's license.

May require Notary Public Certification.

Vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Prepares division payroll time sheets and maintains personnel, attendance, and leave files on division employees.

Processes and maintains records of purchase orders: processes requisitions, maintains all purchase order ledgers, prepares authorization for payment forms, budget transfer requests, and monitors expenditures under existing budget accounts.

Types and edits division correspondence, memoranda, and reports.

Provides information to the public by telephone and in person regarding the services of the division.

Picks up and distributes office mail for the division.

Works with the department Management Analyst to regularly update datasets related to organiztaional performance.

Establishes and maintains office files for the division, including vehicle maintenance records.

Coordinates communication within the division by relaying messages and other information to staff and monitoring two-way radio transmissions.

Assists in preparing monthly budget and quarterly and annual activity reports for the division; prepares specialized reports as directed.

Prepares travel requests and accident/injury reports for the division.

Assists in the preparation of the annual division budget by compiling data and preparing supporting documentation.

Exchanges information, resolves problems, and relays instruction to co-workers, other governmental employees, vendors, and the general public.

Designs and implements division forms; maintains an adequate inventory of office supplies.

Serves as the division receptionist, providing information by telephone or in person.

Assists other departments with special events.

Performs other related duties as required.

Essential Duties and Responsibilities when assigned to the Facilities Management Division

Receives and dispatches work orders to division personnel and outside vendors including emergency work orders and maintenance requests; maintains radio contact to track jobs through completion.

Assists in implementing the computer maintenance management system.

Prepares, monitors, records, and charts utility cost and usage for buildings maintained by Central Services.

Prepares and maintains division files including the capital project files, building complaint files, and personnel files.

Participates in divisions on call emergency program.

Essential Duties and Responsibilities when assigned to the Internal Support Division

Prepares and forwards monthly indirect billing charge reports for review/approval by the Division Administrator for postage, copiers, printing, copier paper, parking services, and telephone charges including base, system maintenance, replacement costs, etc. to the Finance Department for billing to departments and divisions.

Assists with maintaining surplus property inventory; assists in the coordination of annual auctions.

May be assigned the duties of the Permit Coordinator, Records Retention Technician, Mail Courier, and Parking Deck Attendant in their absence.

Assists the Division Administrator with parking deck management by verifying parking attendant records; preparing monthly parking deck work schedules; retrieving daily deposit monies; maintaining revenue spreadsheets; and maintaining card holder/vehicle database for both parking deck and City Hall.

Issues and maintains key card assignments, activations, deactivations, and tracking information.

Maintains lease, purchase, rental, and service contracts for government wide telephone and copier equipment.

Essential Duties and Responsibilities when assigned to the Fleet Management Division

Provides optimal customer service, serving as a primary customer contact.

Receives and processes information from internal customers to prepare work orders including dispatching personnel on service calls for road repairs.

Processes work orders on the Fleet Management software including opening, closing, posting labor, parts, adding vehicle information, etc.

Regularly generates customer service reports for department and division, and occasionally provides vehicle-specific maintenance history reports.

Manages contracts for services, equipment, and materials.

Maintains and updates vehicle and/or equipment files.

Prepares and forwards monthly indirect billing reports to Finance for departments and division.

Assists when needed on issuing fuel keys and ordering fuel in the absence of the Fleet Resources Coordinator.

Participates in division's on-call emergency program.

Essential Duties and Responsibilities when assigned to the Landscape Division

Maintains cost tracking system for assignment small engine repair cost to various departments.

Knowledge, Skills and Abilities

Knowledge of the policies, procedures, and activities of the assigned Division of the Central Services Department as they pertain to the performance of duties relating to the position of Administrative Assistant II.

Knowledge of the terminology used within the division.

Knowledge of invoices, budget reports, purchase requisitions, accident/injury reports and procedures and methods as required in the performance of duties.

Skill with various software including Microsoft Office, CityWorks, fleet management software applications, and landscape management computer software applications.

Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors and other staff members.

Ability to use independent judgment in routine and non-routine situations.

Mathematical ability to handle required calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan, organize and/or prioritize daily assignments and work activities.

Ability to comprehend and apply the regulations and procedures of the department.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, typewriter, calculator, copier, and facsimile machine.

Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. May include giving /receiving assignments and/or directions to co-workers or assistants from supervisors.

LANGUAGE ABILITY: Requires the ability to read a variety of vendor invoices, purchase orders, budget reports, computer manuals, personnel system resources and informational documentation, directions, instructions, and methods and procedures.

Requires the ability to prepare purchase requisitions, payroll, letters/memos, quarterly/annual reports, personnel forms, travel requests, and accident/injury reports using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE: Requires the ability to learn and understand complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize determine percentages; compute discount, interest, profit and loss, ratio and proportion etc.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as a computer, typewriter, copier, facsimile machine, and telephone.

Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone and/or two-way radio.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.

ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or leah.jagatic@accgov.com.