Seasonal Administrative Assistant

City-of-Garden-City,-Ks; Garden City (KS); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Garden City is seeking an Administrative Clerk to support the Public Works Department. You will handle clerical tasks, data entry, billing, and reporting while answering phones and coordinating with various divisions.

Responsibilities include maintaining department records, processing purchase orders, preparing invoices, and assisting with payroll and accounts payable/receivable. A high school diploma and two years of clerical experience are required.

Qualifications

• High school diploma or GED is required.
• Two years of progressively responsible secretarial work.
• Experience with data entry, payroll, record keeping, and purchasing.

Responsibilities

• Provide administration, clerical, and communication support for Public Works.
• Answer multi-line phones, fax, and two-way radio; handle public inquiries.
• Maintain records for Fleet, Street, and Traffic; input data and compile reports.
• Process purchase orders and enter data; assist with invoicing and monthly reports.
• Record minutes, manage safety records, and assist accounts payable/receivable.

Skills

Data entry

Accounting

Records management

Customer service

Communication

Payroll assistance

Purchasing

Accounts payable/receivable

Office equipment operation

Education

High School diploma or GED

Secretarial/clerical training

Tools

Computer software

Fax/telephone systems

Job description

This position is responsible for providing administration, clerical, and communication support for the Public Works Department, including answering multi-phone lines, FAX, and two-way radio, filing, data entry, record keeping, preparing reports, accounting, billing, computer systems, purchasing, and asset management.

• Maintains records for the Fleet, Street, and Traffic Departments, such as vehicle mileage and maintenance, purchase orders, and call-outs.
• Answers telephone and refers calls to proper source; answers two-way radio and logs activity information. Handles complaint calls from public and business community for building locations; maintains all customer inquiries and requests for service.
• Maintains archives for department’s files and records.
• Computes time worked, vacation, sick leave, etc., on time cards for departments’ personnel for submission to payroll; prepares weekly availability roster and distributes to safety departments.
• Prepares all purchase orders for the department and submits to accounts payable; enters all data into computer files and compiles monthly reports for the Public Works Operations Manager, Street Superintendent, and Fleet Manager.
• Prepares invoices for billing and compiles reports.
• Prepares monthly visa statements and fuel receipt data entry.
• Records minutes of safety meetings and maintains department safety records.
• Works with accounts payables/receivables.

Knowledge, Skills, and Abilities:

Knowledge of modern office equipment, practices, and procedures. Knowledge of computers and software programs used in administering an office. Knowledge of accounting procedures. Skill in operation of modern technical office equipment, i.e., computer, FAX, e-mail, Internet, calculator, scanner, copier, etc. Ability to communicate courtesy and diplomacy with City employees and the general public.

Education, Certification, and Experience:

High School diploma or GED. Business or vocational secretarial work course completed; and two years of increasingly responsible secretarial work in an office working for an executive office. One year of experience with data entry, accounting, assisting with payroll, record keeping, computer systems, purchasing, and inventory. Clerical and communication support. Valid Kansas driver’s license required.