Administrative Assistant - Temp

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

Job summary

City of Midland, Texas is seeking an administrative support specialist for the Transportation Division and Engineering Department. The role handles clerical duties, data entry, payroll, and budget coordination while serving the public and field staff.

Responsibilities include meeting minutes, scheduling, vendor coordination, procurement, and document management. A high school diploma with 3–5 years’ experience is required; bilingual is preferred.

Qualifications

• High school diploma or equivalent plus three to five years experience working in a similar position.
• Bilingual preferred.

Responsibilities

• Completes weekly planning meeting minutes for the division.
• Answers phones, communicates with field personnel by radio, greets visitors, answers citizens inquiries or directs calls to the appropriate person, and takes messages for the division.
• Enters, routes and tracks service requests in work order system.
• 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 Transportation and Traffic Operations Divisions.
• Assists with annual uniform order for the Transportation and Traffic Operations Divisions.
• Maintains personnel files.
• Initiates check requests, purchase orders and requisitions.
• Enters payroll information.
• Compiles cost information for reimbursement for damage to City property.
• Communicates and coordinates with the State, the County and public utility companies.
• Assists Division Managers with the management of annual budget.
• Completes various tasks using Microsoft office programs and industry-specific software.
• Performs related duties as assigned.

Skills

Customer service

Data entry

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Under general supervision, performs a variety of administrative, technical support, and customer service duties for the Transportation Division and Engineering Department.

• Completes weekly planning meeting minutes for the division
• Answers phones, communicates with field personnel by radio, greets visitors, answers citizens inquiries or directs calls to the appropriate person, and takes messages for the division
• Enters, routes and tracks service requests in work order system
• 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 Transportation and Traffic Operations Divisions
• Assists with annual uniform order for the Transportation and Traffic Operations Divisions
• Maintains personnel files
• Initiates check requests, purchase orders and requisitions
• Enters payroll information
• Compiles cost information for reimbursement for damage to City property
• Communicates and coordinates with the State, the County and public utility companies
• Assists Division Managers with the management of annual budget
• Completes various tasks using Microsoft office programs and industry-specific software
• Performs related duties as assigned

Ability to sit, stand, squat, stoop and move about an office and transportation maintenance facility. Ability to drive a City vehicle.

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, TxDOT, Midland County, public utility companies, insurance companies, etc., when giving or receiving information regarding various City services.

Ability to read and understand manuals and updates regarding City and departmental policies and procedures. Skill in the operation and maintenance of a number of office machines and equipment, such as computers, calculators, copiers, printers and fax machine, 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 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. Bilingual Preferred.

Must complete typing test with a minimum score of 40 wpm, data entry test with minimum score of 100 kpm, spelling test with minimum score of 60 and grammar test with minimum score of 60.

Experience with Microsoft Office required.

Valid Texas driver's license required.

Salary Depends on Experience ; Monday thru Friday: 7:30 am until 4:30 am