Administrative Assistant - Public Works

City of Pearland Pearland, TX
General Summary:

The purpose of this position within the organization is to perform routine clerical and administrative functions for the Public Works department.

Essential Functions:

* Answers the telephone and provides information to callers, takes messages, or transfers calls to appropriate individuals.

* Schedules appointments and meetings as needed; transcribes the minutes from meetings in a timely manner.

* Creates, maintains, and enters information into databases.

* Sets up and manages paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as records, correspondence, or other material.

* Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions.

* Creates invoice batches for payment including payroll.

* Prepares purchase orders including research, review of contracts, calculations, document scans and correspondence with vendors.

* Prepares agendas and packets for meetings and posts this information on the City's website for public view.

* Enters and processes purchase requisitions and field purchase orders; enters accounts receivable data and researches paid or unpaid invoices; enters purchase order requests and sets up new vendors.

Additional Duties:

* Monitors and maintains division budget information for accuracy and departmental and City compliance.

* Assists in preparing payroll by entering timesheet information, tracking vacation and time off requests, including sick and compensatory time.

* Orders and inventories office supplies.

* Assists with planning and conducting emergency management exercises to ensure the emergency operation plan provides accurate guidance in an emergency situation.

* Performs related work as assigned.

Job Requirements:

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in accounting or closely related field.

Requires (2) two years clerical or closely related experience.