Fleet Services - Office Assistant II - Fleet

GENERAL DESCRIPTION

Under general supervision of the Division Manager – Fleet Services, performs a variety of reception and clerical duties in support of the assigned department including balancing and verifying cash, verifying invoices for payment and providing reports pulled from and entry into our Fleet software.

SUPERVISION EXERCISED

This position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

Perform all tasks as directed and provide exceptional customer service to the public, Fleet customers and vendors.

Answer phone calls and assist with walk-ins from internal customers and the public.

Type, file and organize technical and financial reports, letters, forms, and records from copy, rough draft or other sources. Enter data into and retrieve data from asset management software.

Maintain inventory of administrative supplies; order supplies for the Division; and prepare and submit invoices for payment through check requests and purchase requisitions.

Track internal purchases and employee allowances such as safety boots, tool allowances, shop supplies, employee training and shop tools. Record shop operational purchasing.

Operate and coordinate maintenance and repair of all types of office machines including phone, fax machine, copier, printers and computer terminals.

Post and reconcile Purchase Card receipts for staff.

Maintain vehicle licensing and registration process. Coordinate title work with City Accounting staff.

Coordinate Fleet Services’ Records Retention Program in accordance with City and State regulations.

OTHER JOB RELATED DUTIES

Perform other job related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of

• Fluent English, spelling, punctuation, and basic arithmetic.
• Office equipment and software, including Word, Excel and Google Suite, filing systems, and procedures.

Skill to

• Operate office equipment including computer equipment and type at a speed necessary for successful job performance.
• Demonstrate strong organizational skills.
• Provide exceptional customer service.

Ability to

• Communicate clearly and concisely, both orally and in writing.
• Maintain records and files.
• Prepare reports.
• Perform accurate computations and tabulations.
• Interact with the public in a professional, respectful, and courteous manner.
• Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
• Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
• Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience and Training Guidelines

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Experience

One (1) year of general clerical experience is preferred.

Education/Training

A high school diploma or GED is required.

License or Certificate

A valid Texas driver’s license; the ability to obtain within ninety (90) days of hire, or a military waiver is preferred.

Special Requirements

Essential duties require the following physical skills and work environment

Ability to work in a standard office environment.

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday

___ Sedentary – lifting of no more than 10 pounds

_X_ Light – lifting no more than 20 pounds; carrying up to 10 pounds

___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds

___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often

• N = No
• E = Extensive (100 – 70% of the time)
• M = Moderate (60 – 30% of the time)
• I = Infrequent (20 – 10% of the time)
• A = Almost Never (<10% of the time)

Code / Task

• _M_ Standing
• _E_ Sitting
• _M_ Walking
• _I_ Lifting
• _I_ Carrying
• _I_ Pushing/Pulling
• _A_ Overhead Work
• _E_ Fine Dexterity
• _I_ Kneeling
• _I_ Crouching
• _A Crawling
• _I_ Bending
• _I_ Twisting
• _A_ Climbing
• _I_ Balancing
• _E_ Vision
• _E_ Hearing
• _E_ Talking
• ___ Other: _____________________