What are the responsibilities and job description for the Office Assistant II position at City Utilities of Springfield?
PURPOSE OF POSITION:
Under the direction of the Director-Transit, provides administrative support for the Transit department.
ESSENTIAL JOB FUNCTIONS:
1.For Payroll, calculates data and maintains records of different pay categories for Bus Operators. Prepares weekly payroll control sheet and time sheets and enters information into computerized time entry payroll system. Computes and posts data for reports and records of hours worked, hours taken (sick leave, vacation, etc.) for all Transit employees. Delivers Payroll, reports, mail, etc., to Main Office as needed.
2.Receives and prepares deposits; records receipts and reports from fareboxes; and oversees the sale, invoicing, balancing, inventory, and receipts of all the various bus passes. Lead for the Revenue Room Procedures; empties farebox monies into bank bags daily and prepares deposit for pick-up through armored car service. Maintains bus pass inventory ordering replacement supplies as needed from in-house print shop or external vendors.
3.Responsible for the company department procurement card; monitors charges and reconciliation. Responsible for helping to prepare and process Concur travel, requisitions, purchase orders, and invoices.
4.Administers and coordinates bus pass inventory for various outlets within the City and sets in place new outlet accounts upon request. Provides invoices when requested, tracks bus pass sales and receipts, and reconciles bus pass activities twice each week, includes State of Missouri pass sales.
5.Orders office supplies and controls inventory.
6.Provides administrative support to Director – Transit including producing correspondence, routing mail, and proofreading various documents.
7.Maintains and updates department filing systems. Files records, correspondence, and other documents.
8.Gathers and maintains data and records to track budget expenditures. Maintains monthly spreadsheets used to generate statistical tables, charts, and reports. Also maintains spreadsheets for tracking yearly safety patches and awards for bus operators.
9.Takes notes during meetings and transcribes to final typed form, schedules meeting room, coordinates meetings, various departmental events including retirements, service award presentations, and safety events, including food and photographs.
10.Answers telephone, provides information, and takes messages in Director’s absence.
11.Acts as back-up for Transit Coordinators by communicating with bus operators on radio and scheduling rides on the Paratransit System utilizing Paratransit software.
12.Lead for the Credit Card Process and corrections when needed. Assists dispatcher positions when needed.
13.Acts as a department liaison, coordinates meetings, presentations, tours, and community programs.
14.Performs other related duties as assigned by management.
QUALIFICATIONS:
Education and Experience:
High School diploma, GED, or equivalent is required. Additional administrative or college coursework in business skills or office procedures is preferred. Two or more years of responsible administrative experience, including experience with Microsoft Office (Word, Excel, and PowerPoint) is required.
Licensing/Certification:
Administrative Professional Certification or similar certification is preferred. A valid driver’s license is required.
Knowledge, Skills, and Abilities:
- Highly proficient in navigating Microsoft Office and related software and computer systems (hardware and software) in order to enter data, set up functions, create spreadsheets and word documents, and process information.
- Working knowledge of clerical functions and office procedures.
- Excellent interpersonal verbal and written communication skills, including strong knowledge of grammar and punctuation.
- Ability to:
oNavigate the internet.
oCommunicate and interpret departmental policies and share information in a clear and concise manner.
oAnswer complex questions, convey information to others, and take steps to ensure understanding.
oMulti-task and work under pressure to meet deadlines.
oWork independently.
oPrioritize tasks of greater of lesser importance.
oAssists in developing and follows administrative policies and procedures.
oDemonstrate a customer-focused orientation and project a positive image of the Utility to the public.
oWork in a team environment.
Physical Requirements:
Typically, sedentary work. Ability to express or exchange ideas by means of the spoken word and receive detailed information through oral communication. Substantial movements of the wrists, hands, and/or fingers, and close visual acuity to operate a computer is required. Performs bending and stooping for filing purposes.
Working Conditions:
Normal office environment.
Miscellaneous Requirements:
- Employee must remain alert and aware of their surroundings at all times and maintain the ability to respond to changing circumstances in a timely manner.
- Must be able to work successfully with diverse groups of people.
TESTING:
Testing may be required.
Salary : $813 - $976