Administrative Assistant II - Environmental Compliance

Provides administrative support to the Division and Department. Enters correspondence, reports and other data into computer or related equipment. Assists in the Procurement of equipment, supplies and services through established purchasing procedures and practices, for the city's departments. Duties require independent judgment with understanding of Facilities Department functions, procedures and terminology.

This position advances the City’s strategic goals by ensuring efficient operations, supporting fiscal accountability, maintaining regulatory compliance, and enhancing service delivery through strong administrative coordination.

• Receives and transports laboratory samples to third-party testing facilities.
• Communicates with vendors to coordinate services, deliveries, and laboratory needs.
• Performs accurate data entry and maintains organized records.
• Reviews contracts and verified documentation for accuracy and compliance.
• Coordinates the timely calibration and shipment of pipettes to ensure compliance with quality standards and minimize operational downtime.
• Supports team by performing tasks related to organization and strong communication, completes reports for other staff members as needed.
• Answers phones, communicate with co-workers, greets visitors, answers citizens inquiries or directs calls to the appropriate person, and takes messages for the division.
• Receives all purchasing card transaction logs and statements from cardholders in the division and codes all credit card transactions for proper allotment to divisional accounts.
• Handles and routes all incoming and outgoing mail.
• Maintains vendor files, including contact information and current and past contracts.
• Maintains office and lab supplies for the Utilities Department.
• Assists with annual uniform order for the Utilities Department.
• Maintains personnel files.
• Initiates check requests, purchase orders and requisitions.
• Enters payroll information· Assists Division Managers and Department Manager with the management of annual budget.
• Completes various tasks using Microsoft office programs and industry-specific software· Performs related duties as assigned.

PHYSICAL AND ENVIRONMENTAL CONDITIONS:

• Ability to sit, stand, squat, stoop and move about an office.

Knowledge, Abilities and Skills:
Ability to read and understand manuals and updates regarding City and departmental policies and procedures. Skill in the operation and maintenance of several office machines and equipment, such as computers, calculators, copiers, printers and fax machines, etc. Skill in typing in order to design or complete spreadsheets, forms or word processing assignments. Ability to learn and understand payroll data entry. Ability to learn and understand purchasing and procurement software, payroll software, and other industry-specific software. Skills to communicate both orally and in writing to citizens and other Departments.

Minimum Education, Experience and Certification:
High school diploma or equivalent plus three to five years' experience working in a similar position. Must complete typing test and a spelling and grammar test. Experience with Microsoft Office required. Valid Texas driver’s license required. Notary Public Certification preferred but not required; however, must be qualified to become a Notary Public as part of your job duties.

WAGES AND HOURS:
Salary Depends on Experience; Monday thru Friday; 8:00 am until 5:00 pm