What are the responsibilities and job description for the ADMINISTRATIVE SPECIALIST II position at City of Amarillo?
STARTING PAY $20.28/hr
SUMMARY
Under the direct supervision of the Assistant Director of Animal Management & Welfare, this position provides administrative support to the department and performs complex general office duties. Responsibilities encompass typing, filing, scheduling, customer service, maintaining financial records, completing payroll, coordinating meetings and conferences, preparing administrative forms, obtaining supplies, coordinating mailings, managing special projects, handling routine and non-routine correspondence, and dealing with confidential and sensitive information for a diverse group of internal and external customers.
ESSENTIAL RESPONSIBILITIES
- Ensure accurate and timely preparation, review, editing, and approval of department personnel time on the City's timekeeping system.
- Complete and process human resource, budget, communication, legal, purchasing, accounting, risk management, and other forms as required.
- Manage department purchasing processes in compliance with City regulations, including developing requisitions, identifying service vendors, submitting requisitions, tracking purchases and contracts, reviewing bids, processing invoices, and maintaining records.
- Prepare items for the Advisory Board, such as agendas and minutes, and correspond with Board Members.
- Establish, maintain, and update electronic and manual filing systems for the department to ensure information is easily retrievable.
- Provide information to City employees, other departments, and external entities, and assist in preparing responses to Open Records requests.
- Maintain confidential personnel files and other non-routine records.
- Perform data entry, data reconciliations, and general maintenance of complex computer systems, and train staff on their use.
- Track and record departmental activities and statistics, and prepare regulatory and other reports as assigned.
- Receive and process payments, issue receipts, prepare deposits, and reconcile cash drawers.
- Account for department property and participate in inventories.
- Organize and prioritize large volumes of information, documents, and communications.
- Work with administrative staff and department personnel to ensure professional handling of office visits and phone calls.
- Maintain records and documents related to all Animal Management policies and procedures, and act as a liaison with other departments and outside agencies.
- Stay current on department policies and procedures, and explain them to employees and customers when necessary.
- Coordinate special projects including conferences, presentations, and correspondence.
- Manage department inventory of office supplies and resources, including items for special projects.
- Schedule and organize complex activities such as meetings, travel, conferences, and department activities.
- Assist in the development and management of the department budget.
- Ensure accurate and timely completion of purchasing, accounts payable, and receiving functions, including processing and oversight of payment vouchers, credit card charges, travel forms, membership renewals, tax payments, etc.
- Perform various administrative duties such as coordinating mass mailings, updating guidelines, training staff, providing meeting agendas and minutes.
- Prepare items for the Advisory Board, such as agendas and minutes, and correspond with Board Members.
- Perform other job-related duties as assigned.
MINIMUM REQUIREMENTS
- High School Diploma or equivalent.
- Minimum of three years of bookkeeping, clerical, or administrative experience.
- High level competency with Microsoft Office required.
- Valid Texas Driver’s License required.
KNOWLEDGE, SKILLS, AND ABILITIES
- Strong work ethic and aptitude for learning.
- Strong attention to detail.
- Professional and positive interaction with department personnel, external City departments, and vendors.
- Knowledge of standard bookkeeping and accounting principles.
- Ability to operate standard office equipment.
- Proficiency in data entry, word processing, and accounting.
- Strong Ability to organize and prioritize responsibilities.
- Exceptional documentation and organizational skills.
- Ability to use mapping and electronic filing systems, learn new software, and communicate requirements to others.
- Effective working relationship with co-workers and the general public.
- Strong verbal and written communication skills with the general public, vendors/suppliers, and City employees.
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.
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.
About Us
Start your career with the City of Amarillo today! We are committed to providing the highest quality services to our community, and we believe that starts with our team. As a city, we are dedicated to supporting our employees and providing opportunities for growth and development. Our mission is to create a safe, prosperous, and thriving community, and we know that starts with attracting and retaining the best talent. We are proud of our city and the work we do, and we are excited to welcome you to explore career opportunities with us.
Salary : $20
