Office Assistant II

This position is responsible for providing administrative support and financial accounting duties relating to various operations within the divisions of Public Works Service Operations. 

Examples of Duties

Processes accounts payable and receivable; process payments and daily deposits, code activities to proper accounts, assists in the analysis of expenditures. 

Assists in provision of agenda memos to City Administration for City Commission.

 Enters purchase orders from departmental invoices; review, verify, and record credit card transactions and allocations for reconciliation, and prepares departments’ interoffice billing.

Ensures bills are paid in a timely and accurate manner while adhering to departmental procedures. 

Collects and distributes incoming mail, prepares inter-office and external mail and distributes mass e-mails, as needed. 

Maintains databases, filing systems, and records, whether electronic or paper, for the purpose of providing documentation in accordance with administrative and legal requirements. Identifies property by legal description and parcel address. 

Reviews timecard data for accuracy and completeness and makes changes as needed.

First point of contact for queries, requests, or issues (via telephone, in-person, email) and is integral in providing accurate and timely information and assistance.

Resolves issues for customers and staff, both internal and external, and refers to appropriate personnel. 

Provides administrative support to divisions for various special projects.

Receives customer requests, prepares and generates work orders, progress check, and documentation.

Provides support to Service Operations Divisions; prepares correspondence; schedules meetings; takes messages; prepares minutes and reports.

Suggests edits and improvements to, maintains, and updates websites.

Maintains office supply inventory, solicits quotes and reorders as needed. 

Maintains meeting room schedules, office files and records.

Creates, maintains, edits prints and updates office forms and documents, reports and correspondence. 
Arranges and attends meetings, makes employee travel accommodations and provides support and prepares travel reimbursement. 

Performs related duties to assist Service Operations Divisions; including Building Maintenance, Fleet Services, Forestry, Street Lights and Traffic Signals, Roads and Streets, and Solid Waste.

 

Minimum Qualifications

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for two to three years.