Administrative Assistant II

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Summary

Administrative Assistant II, under the general supervision of the Fleet Services Director, provides comprehensive support to the Fleet Department, including managing financial transactions (invoices, POs), administering the city's fuel program, offering executive-level administrative assistance, overseeing vehicle registration, and managing departmental payroll processes.

Essential Duties and Responsibilities

• Processes departmental financial transactions, including credit card and purchase order invoices, ensuring proper documentation, account coding, and timely submission to Purchasing
• Manages the city's fuel program, including importing and reconciling fuel data, tracking discrepancies, processing monthly bills, and serving as the point of contact for fuel card inquiries
• Provides administrative support to the Fleet Director and department by preparing correspondence, managing phone communications, scheduling meetings, ordering supplies, and coordinating travel
• Oversees vehicle registration processes, including purchasing registrations and updating fleet software, and manages documentation for new assets
• Administers departmental payroll, including entering and verifying hours, coordinating with Finance on payroll matters and leave, and maintaining related records
• Follows the city policies, procedures, and safety guidelines
• Performs other duties as assigned

Minimum Qualifications

• Combination of education and experience equivalent to an associate degree in Business Administration, Accounting, or related field
• Three (3) years of experience in accounting, office setting, or related field

Certificated and Licenses 

• Valid driver’s license