Office Assistant II - DPW

Description

Under direction of the Business Coordinator, perform accounts payable function for department, answer telephones, perform data entry and provide general administrative support.

Responsibilities

• Process accounts payable, check and verify packing slips against invoices, track partial payments, maintain contracts. Prepare checks with accurate and comprehensive supporting information; submit for signatures against established deadlines. Document all activities; maintain related files.

• Answer telephone calls; resolve problems with vendors. Take and route work order requests. Explain procedures and respond to questions within level of expertise and authorization, referring more complex issues to supervisor.

• Perform data entry in preparation for bill payment; create tracking records for work orders. Generate reports and distribute to appropriate parties.

• Provide secretarial support to Director and Superintendent, including word processing, filing, arranging meetings, screening and routing telephone calls, etc.

• Assist in issuing worker order and purchase authorization numbers.

• Assist with Resident requests via. Phone, email and in person

• Perform related duties as required.

Qualifications

Skills, Knowledge and Abilities

• Knowledge of standard office procedures, practices, forms and equipment; dexterity and accuracy in operating adding machines and word processing keyboards.

• Knowledge of basic bookkeeping principles.

• Ability to prepare routine correspondence and reports utilizing computerized office applications.

• Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations.

• Ability to learn and operate computer systems.

• Ability to interact effectively and pleasantly with a wide variety of individuals, including customers, co-workers, outside professionals and members of the public.

• Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.

• Ability to perform multiple tasks and deal effectively with interruptions.

• Ability to perform detailed work accurately

• Ability to utilize and operate computerized information systems.

Education and Experience

Duties require high school diploma; knowledge of office administration, accounts payable processing, and automated office systems and procedures; specialized bookkeeping training; 2-3 years related experience; or any equivalent combination of education and experience.

Supplemental Information

Supervisory Responsibilities

None.

Physical Elements

• Normal office environment, not subject to extremes in noise, temperature, odors, etc.

• Intermittent standing to assist customers or other staff members.

• Frequent interruptions to assist customers in the office or other the phone.

• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.

• Regular lifting and carrying of files, documents, records, etc.

FLSA Status: Non-exempt

Grade: IE-12

Standard Work Week: 30 Hours

Risk Code: 8810

Job Code: 6218

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.