Office Assistant, (A261960-2), 201, Accounts Payables

City of Laredo; Laredo (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Laredo is seeking an Administrative Support Clerk to provide frontline office assistance for one or more departments, answer calls, manage mail, prepare reports, and assist with accounts payable checks. This role requires strong customer service, accurate data entry, data organization, and clear written and verbal communication to support city operations.

Applicants must have a high school diploma and be able to work in a city office environment with attention to detail and professional

Qualifications

• High School diploma or G.E.D. equivalency.
• At least six (6) months of general work experience.
• Valid Texas Driver License; out-of-state license must be converted within 6 months.

Responsibilities

• Assists patrons and service providers with general customer service.
• Performs routine clerical tasks; data entry; prepares and maintains records.
• Prepares, maintains, processes, and distributes reports and records.
• Process invoices ensuring data integrity and timely payment.
• Maintain vendor relationships and assist with year-end document processing.

Skills

Customer service

Data entry

Records management

Communication

Organizational skills

Education

High School diploma or G.E.D. equivalency

Tools

Micrsoft Office

AS400 (Green Screen)

Navaline 5

Job description

Provides administrative support to one or more City departments. Answers phone calls, handles all incoming and outgoing mail, provides customer service, prepares reports, does data processing and distributes AP checks.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Assists patrons and service providers with general customer service, responding to a variety of questions and requests.
• Performs various routine and defined clerical tasks. Prepares, files, and maintains physical or electronic records and documents in required formats; compiles and verifies information using standard procedures; conducts data entry; and assists with general office tasks such as copying, mailing, and ordering supplies.
• Prepares, maintains, processes, and distributes reports and records.
• Process invoices ensuring the integrity of our data and timely payment cycle.
• Maintain tracking logs, vendor relationships and helps with year end document processing.
• Verify purchase orders against payment requests for accuracy and appropriateness; resolving discrepancies.
• Ability to build and maintain effective working relationships with others.
• Ability to communicate clearly and effectively both orally and in writing.
• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous work and routine work.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.
• Preforms related work as required.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of modern office procedures, equipment and methodologies including computers and applicable software, such as Micrsoft Office, AS400 (Green Screen), and Navaline 5 ( Browser based version).
• Knowledge of English grammar, spelling, and punctuation.
• Knowledge of relevant policies and procedures relating to Accounts Payable.
• Knowledge of basic arithmetic.

Skills and Abilities:

• Skill in customer service delivery, professionalism, courteousness, positivity, etc.
• Skill in planning, organization, and time management.
• Skill in performing a variety of duties, simultaneously; multi-tasking.
• Ability to problem solve and demonstrate sound judgement.
• Ability to maintain a positive attitude and display professionalism internally and externally.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements

Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations

Position will require the employee to work in the following types of work environments

Never

• Street environment (near moving traffic)
• Construction site
• Vehicles

Seldom

• Outdoor environment
• Confined space
• Warehouse environment

Often

• Office or similar indoor environment.

Exposures

Never

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Communicable diseases
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Seldom

• Individuals who are hostile or irate
• Extreme heat (above 100 degrees)
• Moving mechanical parts
• Fumes or airborne particles

Travel

Never

• National travel
• International travel

Seldom

• Local travel
• Regional travel

Required Education and Experience

• High School diploma or G.E.D. equivalency
• At least six (6) months of general work experience

Foreign Education

• Applicants who have completed education outside of the United States must submit a foreign credential evaluation completed by a professional credential evaluation agency that is a member of the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). The evaluation must verify the U.S. equivalency of the degree and identify the comparable U.S. degree level. Applicants are responsible for obtaining and submitting the required evaluation documentation.

Note: The City of Laredo is not responsible for any fees associated with obtaining a foreign credential evaluation or educational equivalency documentation.

Required Licenses or Certifications

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at [phone], two days prior to the scheduled test or interview.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer.

We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.