Overview
Administrative Assistant II – Water Works Olive St Jobs in South Bend, IN at City of South Bend
Full Job Description
Salary range is $42,000 to $47,000 annually
SUMMARY:Performs routine administrative duties as directed for the Water Works Distribution Department. Works within the City’s financial software system to initiate purchases and manages invoices processing and tracking. Must have excellent customer service skills. Must keep accurate and updated files for Water Works records and paperwork. Must be familiar with Water Works Distribution processes. Must provide back-up assistance, as needed, to department in processing bi-weekly payroll using time keeping software which includes reviewing employee timecards for accuracy, working with Supervisors to make any required corrections, printing and reviewing pre-check reports, filing payroll registers and distribution reports, and answering employee questions.
SUPERVISION EXERCISED:Not applicable.
ESSENTIAL DUTIES AND RESPONSIBILITIES:This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.
Performs Accounts Receivable duties such as invoice preparation and management, and processing of receipts.
Accounts payable activities for Water and associated projects
Works within the City’s HR system to include personnel changes, payroll,
Generates financial reports, research purchase and invoice history and other functions related to budget and procurement.
Track KPI measurements from work groups in Water Distribution.
Maintains accurate records and files, (daily, weekly, monthly, and yearly for all represented Departments within).
Greet those coming to the front counter for meetings, appointments, etc. if needed.
Handles incoming telephone calls and routes them to appropriate person/department if needed.
Distributes all incoming US mail, interoffice mail and handles outgoing mail.
Types/edits correspondence and create spreadsheets and reports for department as directed.
Schedules department staff meetings.
Assists with data entry into maintenance management software programs.
Maintains and updates related records as required.
Must become familiar with acronyms for Water Distribution.
Assumes additional duties and responsibilities as assigned by Management.
Responsible for the compiling of the Annual Report for the Distribution Department.
NON-ESSENTIAL/MARGINAL FUNCTIONS: Assumes additional duties and responsibilities as assigned.
QUALIFICATIONS:To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
H.S. Graduate or equivalent education, and/or some college, business courses, or working in a professional office.
Must have practiced clerical, computer experience and customer service face to face or by telephone.
Three years of related work experience or any equivalent combination of related education and experience in an office environment
KNOWLEDGE, SKILLS, AND ABILITIES PREFERRED
Working knowledge of computers and of modern office practices and procedures.
Strong computer skills, especially in Microsoft Word, Excel spreadsheet and database management are a must.
Ability to perform basic office procedures, ability to communicate effectively, verbally and written.
Must pos…
Title: Administrative Assistant II – Water Works Olive St
Company: City of South Bend
Location: South Bend, IN
Category:
