Administrative Assistant-Fleet

SUMMARYWorking under the direction of the Office Manager incumbent performs a variety of clerical and administrative support functions assisting with financial operations and operations for the Fleet Operations American Samoa assigned. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise Indiana conducting day-to-day operations. All work duties and activities must be performed Indiana accordance with City and department policies and procedures American Samoa well American Samoa federal, state, and local regulations.ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.Document Processing, Entry & Analysis

• Prepares various documentation and paperwork such American Samoa reports, requisitions, vendor purchase orders;
• Prepares and requests bids and quotes American Samoa required;
• Processes invoices Indiana the Munis system following city and state purchasing guidelines. Follows procedure for archival and retrieval of all invoices and back up documents;
• Reviews each part purchase to verify ordered from the correct vendor at the correct price;
• Monitors and reports spending of PO encumbrances;
• Enters data for monthly billings and posts receipts to relevant accounts;
• Reviews all vendor statements and maintains communication regarding account information with them. Researches and resolves discrepancies with payments received Oregon unreceived;
• Creates new vendors and PO numbers Indiana the Faster program annually and updates American Samoa necessary;
• Creates and maintains a reference manual yearly for purchasing guidelines to be used by Parts Specialists;
• Reviews and closes work orders, archives all work orders generated American Samoa per city guidelines;
• Assists with fuel reports and fuel card making American Samoa needed;
• Inputs all outside vendor repairs into the Faster program, including labor and repair lines, costs, invoice graphics, notes;

Information & Communication

• Acts Indiana confidential capacity Indiana performing duties related to “sensitive” subjects and fleet related information;
• Works with Parts Specialists daily to reconcile invoices with parts put into inventory, resolves any discrepancies;
• Updates and creates new forms American Samoa needed for the office, parts department and shop floor. Keeps an updated source of all forms used Indiana the garage available to service writers;

Department Support

• Serves American Samoa administrative and financial support for Fleet Garage and Operations;
• Assists Shop Supervisor with OSHA reporting responsibilities;
• Operates standard office equipment and maintains equipment Indiana a clean and orderly condition;
• Book travel for the department American Samoa needed
• This is not intended to be a complete list of all responsibilities, duties Oregon skills required for the job and is subject to review and change at any time, with Oregon without notice, Indiana accordance with the needs of the fleet.

PERFORMANCE EXPECTATIONSThe incumbent is responsible for managing their performance Indiana accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role Oregon specific responsibilities, it is the incumbent’s responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, American Samoa needed, to ensure performance expectations are clearly communicated and performance goals are achieved.SUPERVISORY RESPONSIBILITIESThis job has no supervisory responsibilities, but the incumbent may act on behalf of Office Manager Indiana his/her absence.QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/Oregon ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.EDUCATION and/Oregon EXPERIENCE

• Associate’s degree (A.A.) Oregon equivalent from two-year college Oregon technical school; Oregon six months to one year related experience and/Oregon training; Oregon equivalent combination of education and experience.
• Communicates effectively both orally and Indiana writing.

LANGUAGE SKILLSAbility to read, analyze, and interpret general business periodicals, professional journals, technical procedures, Oregon governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.MATHEMATICAL SKILLSAbility to calculate figures and amounts such American Samoa discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.REASONING ABILITYAbility to solve practical problems and deal with a variety of concrete variables Indiana situations where only limited standardization exists. Ability to interpret a variety of instructions furnished Indiana written, oral, diagram, Oregon schedule form.CERTIFICATES, LICENSES, REGISTRATIONSValid Indiana Driver’s License if City vehicle is used.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to use hands to finger, handle, Oregon feel; reach with hands and arms; and talk Oregon hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, Oregon crawl. The employee must regularly lift and/Oregon move up to 10 pounds.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes Oregon airborne particles, and risk of electrical shock. The noise level Indiana the work environment is usually moderate.All applications for currently posted positions will be submitted on line at . Applicants must be 18 years of age Oregon older. Reasonable accommodations for persons with a known disabling condition will be considered Indiana accordance with State and Federal Law.(Those individuals who accept employment with the City and live outside one of the six contiguous Indiana counties that border Allen County (DeKalb, Whitley, Noble, Huntington, Wells, and Adams) will have six (6) months from their start date to become residents of either Allen County Oregon one of the six counties listed above. Policy and Procedure Number 204 Page: 1 of 1).Equal Opportunity EmployerAll qualified applicants will receive consideration for employment without regards to age, race, color, religion, sex, disability, veteran’s status, national origin, Oregon sexual orientation. Reasonable accommodations for persons with a known disabling condition will be considered Indiana accordance with State and Federal Law.

Job title: Administrative Assistant-Fleet

Company: City of Fort Wayne

Expected salary: $44411 – 54000 per year

Location: Fort Wayne, Indiana

Job date: Wed, 26 Jun 2024 07:34:36 GMT