Administrative Assistant

City of Midland, TX; Midland (TX); On-site; USD 32,000 - 52,000; Full time

Job summary

City of Midland, TX is seeking a detail‑oriented administrative professional to support the Utilities Department. You will answer phones, route inquiries, process mail, maintain vendor files and enter payroll data.

The role requires High School diploma and 3–5 years experience, proficiency with Microsoft Office, and the ability to work independently. Regular hours are Monday through Friday, 8:00 am to 5:00 pm; salary depends on experience.

Qualifications

• High school diploma or equivalent required.
• 3–5 years of experience in a similar administrative role.
• Experience with Microsoft Office required.

Responsibilities

• Answers phones and greets visitors; directs inquiries to the proper staff.
• Codes credit card transactions and tracks divisional accounts.
• Maintains vendor files and payroll records; initiates payables.
• Enters payroll information and processes service requests.
• Works independently with limited supervision on tasks.

Skills

Typing

Spreadsheets

Payroll data entry

Written communication

Education

High School Diploma or equivalent

Tools

Microsoft Office

Payroll software

Purchasing software

Job description

• Answers phones, communicates with co-workers, greets visitors, answers citizens inquiries or directs calls to the appropriate person, and takes messages for the division


• Receives all purchasing card transaction logs and statements from cardholders in the division and codes all credit card transactions for proper allotment to divisional accounts


• Handles and routes all incoming and outgoing mail


• Maintains vendor files, including contact information and current and past contracts


• Maintains office supplies for the Utilities Department


• Enters, routes and tracks service requests


• Maintains personnel files


• Initiates check requests, purchase orders and requisitions


• Enters payroll information


• Often works independently or with limited guidance to complete tasks


• Completes various tasks using Microsoft office programs and industry-specific software


• Manage the backflow program


• Performs related duties as assigned

REQUIRED CONTACTS:

Employee works with the public or other employees answering inquiries and relaying information from various contractors/vendors to field personnel, taking complaints and processing information or making referrals to the proper staff person. Also has contact with outside agencies, such as contractors, vendors, TCEQ, public utility companies, insurance companies, etc., when giving or receiving information regarding various City services.

Ability to sit, stand, squat, stoop and move about an office.

Knowledge, Abilities and Skills

Ability to read and understand manuals and updates regarding City and departmental policies and procedures. Skill in the operation and maintenance of several office machines and equipment, such as computers, calculators, copiers, printers and fax machines, etc. Skill in typing in order to design or complete spreadsheets, forms or word processing assignments. Ability to learn and understand payroll data entry. Ability to learn and understand purchasing and procurement software, payroll software, and other industry-specific software. Skills to communicate both orally and in writing to citizens and other Departments.

Minimum Education, Experience and Certification

High school diploma or equivalent plus three to five years' experience working in a similar position. Must complete typing test and a spelling and grammar test. Experience with Microsoft Office required. Valid Texas driver’s license required. Notary Public Certification preferred but not required; however, must be qualified to become a Notary Public as part of your job duties.

WAGES AND HOURS:

Salary Depends on Experience; Monday thru Friday; 8:00 am until 5:00 pm