Administrative Aide II - Full-time

SALARY

$22.50 - $28.13

JOB SUMMARY

JOB SUMMARY:
This role involves working closely with city staff at all levels in various departments. The successful candidate will have the ability to handle a diverse set of tasks, including managing financial transactions, ensuring smooth communication, and assisting in the efficient processing of purchases and supplies.

ESSENTIAL JOB FUNCTIONS:

• Serves as a primary point of contact to answer inquiries, provide information, and communicate project updates to the public, city staff, and other relevant parties.

• Sets up new suppliers in the Enterprise Resource Planning (ERP) system, ensuring accuracy and completeness of information.

• Process cash receipts for various departments and ensure accurate recording.

• Handle invoicing and follow up on accounts receivable, ensuring timely collection of outstanding payments.

• Manage purchasing card supply orders, track inventory, and handle membership requests. Process and monitor orders in line with departmental needs.

• Work closely with various departments to streamline processes, resolve issues, and enhance operational efficiency.

OTHER JOB FUNCTIONS:

• Identify appropriate accounts and assign accounting distribution codes to record deposit transactions.

• Access and retrieve information from the financial management system.

• Assist staff with filing tasks as necessary, such as filing large volumes of documents or transferring older files to storage.

• Assisting with basic accounting functions, such as processing invoices, purchase orders, or expense reports.

• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Knowledge, Skills and Abilities Required:

• Familiarity with general office practices, procedures, and the effective functioning of administrative tasks such as filing, organizing, and scheduling.

• Strong skills in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.) and other relevant software; ability to adapt to new tools and software quickly.

• Ability to communicate professionally and tactfully, both verbally and in writing, with a wide range of individuals, including city employees and the public.

• Demonstrate ability to manage and prioritize multiple tasks simultaneously while maintaining a high degree of accuracy and attention to detail.

• Ability to exercise discretion, confidentiality, and independent judgment, leveraging knowledge of the organization’s policies and procedures.

• Ability to work efficiently with minimal supervision while following general instructions and completing tasks within specified timelines.

• Ability to perform various physical tasks such as filing, sorting documents, standing, walking, typing, and performing routine office duties that may require bending, stooping, or twisting.

• Proficient in using office equipment such as computers, telephones, calculators, scanners, copiers, and fax machines.

• Ability to assess and prioritize multiple tasks, meeting deadlines while ensuring the completion of critical tasks and responsibilities.

• Ability to perform basic mathematical calculations involving fractions, percentages, and decimals, necessary for tasks such as invoicing, tracking expenses, and preparing financial reports.

• Capable of working within a set schedule, managing tasks and responsibilities effectively to meet organizational and departmental objectives.

• Strong ability to plan, organize, and coordinate tasks, collaborating with both internal and external stakeholders to accomplish team and unit goals.

Qualifying Education and Experience:

• Associate degree in a business-related field.

• (3) three to (5) five years of related office experience required.

Employment Screenings Required:

• Criminal background check

City of Arlington is an Equal Opportunity Employer.