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Administrative Assistant

4 months ago

Odessa, United States City of Odessa Full time
Job DescriptionJob Description

Administrative Assistant (Odessa Fire Rescue)


Summary: Under basic supervision, performs a variety of responsible administrative, technical support, and customer service duties, using knowledge of the operations and policies of the City and assigned department.

Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

  • Performs administrative and technical support functions for assigned department, requiring an understanding of local government operations and City services; maintains information confidentiality and performs duties with discretion and within the scope of authority; duties may vary according to job assignment and work skills.
  • Performs experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, payroll, accounting, and research.
  • Responsible for processing and tracking Lifeline memberships.
  • Manages special projects and programmatic assignments, requiring knowledge of the city's operations, policies, and procedures and the assigned Department.
  • Maintains and updates various computer databases and files; enters, edits, and retrieves data and prepares reports; reviews and processes invoices and requisitions.
  • Compiles information and materials for special assignments and projects.
  • Processes various administrative forms; maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
  • Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
  • Purchases and distributes supplies and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
  • Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures.
  • Explains City rules, policies, and procedures.
  • Supports the divisional operations with regular and timely attendance.
  • Arranges and schedules appointments and meetings; assists with the annual budget process.
  • Screens visitors and phone callers; resolves issues and complaints as appropriate.
  • Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications:

Education, Training, and Experience Guidelines: High School Diploma or GED required, AND two years' clerical and computer experience.

Knowledge of:

  • Policies, rules, and regulations covering specific areas of assignment.
  • City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
  • Operations, services, and activities performed by assigned department.
  • Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
  • Methods and techniques of researching and compiling data for reports and presentations.
  • Customer service principles, protocols, and methods.
  • Business computers and standard MS Office software applications

Skill in:

  • Understanding and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
  • Interpreting and explaining policies and procedures of assigned department.
  • Researching and compiling data for reports and technical documents.
  • Dealing tactfully and courteously with the public.
  • Following verbal and written instructions and procedures.
  • Entering data with high levels of accuracy and productivity.
  • Establishing and maintaining cooperative working relationships with co-workers.
  • Communicating effectively verbally and in writing.

License and certification requirements: A valid Texas State Driver's License is required. Specific training and certifications may be required for some incumbents.

Physical demands and working environment: Work is performed in a standard office environment.



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