Sr. Administrative Assistant (Billing & Collection) - City of Odessa

Department: Billing & Collection Reports to: B&C Director

Summary: Under basic supervision, performs a wide variety of administrative, customer service, and technical support functions of a highly responsible nature in relieving a Director of technical, organizational, and administrative duties; performs special assignments and resolves operational issues, using knowledge of the operations and policies of City and Billing & Collection department.

Essential Functions: -- Essential duties and responsibilities may include, but are not limited to, the following:

• Oversees Department's administrative workflow; organizes and coordinates work to relieve the Director and staff of routine administrative details; exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; tracks operational and administrative issues, and assures the effective communication of operational information.
• Performs administrative and technical support functions for assigned department, requiring understanding of local government operations, and City services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills.
• Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the Billing & Collection Department.
• Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.
• Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
• Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
• Purchases and distributes supplies, and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
• Issues and maintains files for various types of vendor permits and miscellaneous licenses. Sends monthly reminder letters.
• Prepares end of month reports for utility and general fund accounts.
• Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures; explains City rules, policies, and procedures.
• Arranges and schedules appointments and meetings; assists with the annual budget process.
• Screens visitors and phone callers; resolves issues and complaints as appropriate.
• Supports the departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Minimum Qualifications:

Education, Training and Experience Guidelines: High School Diploma or GED required; AND one year experience with Administrative Assistant duties. Associate's Degree and experience with City of Odessa is preferred.

Knowledge of:

• Policies, rules, and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Operations, services, and activities performed by the Billing & Collection department.
• Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols, and methods.
• Business computers and standard MS Office software applications.

Skill in:

• Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
• Interpreting and explaining policies and procedures of assigned department.
• Using initiative and independent judgment within established procedural guidelines.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Entering data with high levels of accuracy and productivity.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

License and certification requirements: A valid Texas State Driver's License is required. Specific technical training and certification may be required for some incumbents.

Physical demands and working environment: Work is performed in a standard office environment. The physical and work environment demands described here are representative of those that must be met by the 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 required to sit; use hands to operate equipment, handle or feel; reach with hands and arms and talk or hear. The employee is required to stand, walk and sit. The employee is required to stoop, kneel or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

The noise level in the work environment is usually quiet.

Skills test: Typing test with a minimum score of 35 wpm with 7 or less errors.