Fleet Services - Office Assistant II - Fleet

About the Role

Performs a variety of reception and clerical duties in support of the Fleet Services department under general supervision of the Division Manager. Responsibilities include balancing and verifying cash, processing invoices for payment, and generating reports using Fleet software.

Responsibilities

• Provide exceptional customer service to the public, Fleet customers, and vendors.
• Answer phone calls and assist walk-in internal customers and the public.
• Type, file, and organize technical and financial reports, letters, forms, and records.
• Enter and retrieve data from asset management software.
• Maintain inventory of administrative supplies; order supplies for the Division; prepare and submit invoices for payment.
• Track internal purchases and employee allowances such as safety boots, tool allowances, shop supplies, employee training, and shop tools.
• Record shop operational purchasing.
• Operate, maintain, and coordinate repairs for office machines including phones, fax machines, copiers, 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.
• Perform other job-related duties and responsibilities as assigned.

Requirements

• Fluent English, spelling, punctuation, and basic arithmetic.
• Proficiency in office equipment and software, including Word, Excel, Google Suite, filing systems, and procedures.
• Ability to operate office equipment, including computers, and type at a speed necessary for successful job performance.
• Strong organizational skills and ability to provide exceptional customer service.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to maintain records and files, prepare reports, and perform accurate computations and tabulations.
• Ability to interact with the public in a professional, respectful, and courteous manner.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
• Ability to follow and embrace the City of Abilene Core Values: Respect, Integrity, Service Above Self, and Excellence in All We Do.
• Ability to perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Qualifications

• High school diploma or GED is required.
• One (1) year of general clerical experience is preferred.
• Valid Texas driver’s license; ability to obtain within ninety (90) days of hire, or a military waiver is preferred.

Physical Requirements

Essential duties require the following physical skills and work environment:

• Ability to work in a standard office environment.
• Light physical demand: lifting no more than 20 pounds; carrying up to 10 pounds.

Physical demand frequency during a typical workday:

• Moderate: Standing, Walking
• Extensive: Sitting, Fine Dexterity, Vision, Hearing, Talking
• Infrequent: Lifting, Carrying, Pushing/Pulling, Kneeling, Crouching, Bending, Twisting, Balancing
• Almost Never: Overhead Work, Crawling, Climbing