Administrative Assistant II

City of Midland, TX; Midland (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

The City of Midland ITSD seeks an Administrative Assistant to provide essential administrative support, manage correspondence, filing, travel arrangements, requisitions, and invoice processing with high accuracy and confidentiality.

This role requires strong MS Office skills, experience with purchasing and expense reporting, and the ability to coordinate with internal teams and vendors while maintaining an organized, detail‑oriented work style.

Qualifications

• Minimum education: High school diploma or equivalent; three years of administrative support experience.
• Experience with purchasing duties incl. requisition submission, PO processing, and invoice payments.
• Proficiency in MS Office (Excel and PowerPoint) and office equipment.

Responsibilities

• Provide administrative support to ensure efficient ITSD operations.
• Support team with calls, correspondence, scheduling meetings, and related tasks.
• Manage inventory of office supplies and place orders as needed.
• Handle phone calls and correspondence (email, letters, packages).
• Assist in preparing regularly scheduled reports.
• Maintain filing system and organize records.
• Arrange travel bookings as required.
• Submit and reconcile expense reports.
• Serve as point of contact for internal teams and vendors.
• Submit requisitions and prepare purchase orders for supplies and services.
• Review and process invoices and check requests for payment.
• Assist with special projects and maintain a clean office environment.

Skills

Administrative experience

MS Office

Purchasing / PO processing

Invoice payments

Time management

Attention to detail

Communication skills

Organization skills

Education

High school diploma or equivalent

Tools

Printer / Fax usage

Job description

The Administrative Assistant plays a crucial role in maintaining the operational integrity of the ITSD department. This multifaceted position provides comprehensive administrative support, ensures the smooth operation of the department, and facilitates effective communication with internal teams and vendors. The Administrative Assistant is responsible for managing office supplies, handling correspondence, maintaining records, submitting requisitions, processing purchase orders, facilitating invoice payments, and supporting department initiatives—all while ensuring a high level of detail orientation and confidentiality.

The items below are intended to describe the general nature and level of work performed by an individual assigned to this position. These are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position. The position description is subject to change by the City as the needs of the City and requirements of the position change.

• Provide administrative support to ensure the efficient operation of the ITSD department.
• Support team members with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings, etc.).
• Manage inventory of office supplies and place orders when necessary.
• Handle phone calls and correspondence (email, letters, packages, etc.).
• Assist in preparing regularly scheduled reports.
• Develop and maintain a filing system.
• Arrange travel bookings as required.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Act as the point of contact for internal teams and vendors.
• Submit requisitions and prepare purchase orders for supplies and services.
• Review, verify, process invoices and check requests, and prepare payments for approval.
• Assist with special projects as needed.
• Maintain an organized, clean office environment.
• Performs related duties as assigned.
• Subject to recall 24/7

• Ability to sit, stand, and transport self from building to building
• Ability to kneel, crawl, climb, and twist for purposes of installing and maintaining equipment
• Ability to lift systems and firewall equipment.

Knowledge, Abilities, and Skills

• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Proficiency in office equipment, such as printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Experience with purchasing duties, including requisition submission, purchase order processing, and invoice payments.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.

Minimum Education, Experience, and Certification

• High school diploma or equivalent, three years of experience in an administrative support role.
• Valid Texas Driver's License.