Department Representative II

Summary

Responsible for complex daily support of multifunctional business and administrative departmental support, administrative functions and responsibilities as established through departmental needs. Also responsible, for providing on-the-job training to all levels of support staff as needed.

Salary

$16.50 - $20.50

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Provide day-to-day, multifunctional business and administrative support.

• Respond to general inquiries through answering telephone calls, e-mails or face-to-face communication and direct calls and inquiries to appropriate personnel.

• Create, prepare and maintain office files, which can include updating personnel folders. Send, receive and distribute documents, including faxes and correspondence to appropriate department personnel.

• Ensures supply inventory are at optimal levels at all times and stays abreast of office equipment maintenance.

• Assist with records retention program: which includes the security and storage of active and inactive files and records, insuring physical and electronic records are scanned and/or added to the imaging system.

• Provide on-the-job training to all levels of staff, as needed.

• May interact with vendors and City employees regarding various issues.

• Serves as department Petty Cash custodian.

• Support and serves as back - up to Management Services Coordinator as needed.

• Support and serves as back - up to department Accounting Representative II as needed.

Minimum Qualifications

High School Diploma or General Equivalency Diploma (G.E.D.) 3 years related experience

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Education/ Experience:

Some college courses completed or training beyond the high school level 3-5 years' experience in bookkeeping, accounting, finance, customer service and/or administrative support

Knowledge, Skills & Abilities:

• 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

• Bilingual (Spanish) a plus.

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.