Department Representative II

About the Role

Responsible for complex daily support of multifunctional business and administrative departmental functions, including providing on-the-job training to all levels of support staff as needed.

Responsibilities

• Provide day-to-day, multifunctional business and administrative support.
• Respond to general inquiries through answering telephone calls, emails, or face-to-face communication and direct calls and inquiries to appropriate personnel.
• Create, prepare, and maintain office files, including personnel folders.
• Collect and analyze department accounting and budget records; maintain data to generate reports and presentations.
• Lead departmental research and projects.
• Send, receive, and distribute documents, including faxes and correspondence to appropriate department personnel.
• Copy, code, and route all P-Card expenditures assigned to the department, and reconcile monthly P-Card statements for staff approval.
• Process and maintain department records including invoices, expenses, and supply orders.
• Provide on-the-job training to lower-level staff, as needed.
• Interact with vendors and City employees regarding various issues.
• Assist with data entry, reconciliation, and verification of payment/invoice authorizations, as needed.
• Coordinate the intake and processing of applications for housing and community assistance programs by reviewing applications for completeness, verifying eligibility and supporting documentation, maintaining applicant case files, and communicating with applicants regarding missing information.
• Enter and process mortgage payment information into the department's financial or program financial system while verifying accuracy and completeness of supporting documentation.

Requirements

• High School Diploma or General Equivalency Diploma (G.E.D.).
• 3 years of related experience.
• Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

• Some college courses completed or training beyond the high school level.
• 3-5 years of experience in bookkeeping, accounting, finance, customer service, and/or administrative support.
• Experience utilizing Workday to process invoices, requisitions, purchase orders, payment requests, and other financial transactions.

Skills

• Basic to intermediate knowledge of business practices and procedures.
• Intermediate skills in PC and systems applications.
• Excellent customer service and telephone etiquette skills.
• Proficient organizational skills.
• Proficient oral and written communications skills.
• Ability to multitask.
• Ability to adapt to various working environments.
• Ability to work independently and/or in a team environment.
• Ability to work independently and with little to no supervision.

Licenses and Certifications

• Valid Class C Texas driver's license.

Physical Requirements / Work Environment

The incumbent works in a typical office environment; relatively free from unpleasant environmental conditions or hazards.