What are the responsibilities and job description for the Administrative Assistant II position at City of Victoria, TX?
JOB SUMMARY
Under supervision, the Administrative Assistant II provides general customer service and performs a variety of administrative duties to provide support to the department.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Completes a variety of general clerical tasks; copies and files documents; receives, sorts, and distributes mail; answers phone and provides information or routes calls to appropriate the Department.
- Performs data entry; maintains and updates spreadsheets; uses spreadsheet data to generate various documents as required or assigned.
- Prepares invoices, reports, memos, letters, and other documents accurately and timely using word processing, spreadsheet, database, and presentation software.
- Conducts supply inventories; creates requisition forms for material and supply purchases; confirms deliveries, receives invoices, and processes receipts for payments.
- Updates and manages Department personnel files including license and certification information.
- Assists with making travel arrangements for staff; prepares and distributes approved travel vouchers and information packets to employees.
- Providing support for operations staff and other divisions of the department as needed.
- Performs related duties as required or assigned.
PHYSICAL AND ENVIRONMENTAL CONDITIONS
Work is performed in a standard office environment.
REQUIRED QUALIFICATIONS
Education
- High School diploma or equivalent
Experience
- Two years of customer service or clerical related experience
License & Certification
- Valid Driver’s License
Knowledge & Skills
- Applicable local, state, federal laws and ordinances.
- Organization and prioritization.
- General office, customer service, and records retention policies and practices.
- Typing and entering data with speed and accuracy.
- Communicating effectively both verbally and in writing.
- Establishing and maintaining effective working relationships with staff and the public.
