Department Representative II

Summary

Responsible for complex daily support of: multifunctional business and administrative departmental support, administrative functions and responsibilities as established through departmental needs. Also responsible, for providing on-the-job training to all levels of support staff as needed.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Provide day-to-day, multifunctional business and administrative support.

• Respond to general inquiries through answering telephone calls, e-mails or face-to-face communication and direct calls and inquiries to appropriate personnel.

• Create, prepare and maintain office files. File and update personnel folders.

• Collect and analyze department accounting and budget records. Maintain data to generate reports and presentations. Lead departmental research and projects.

• Send, receive and distribute documents, including faxes and correspondence to appropriate department personnel.

• Copy, code, and route all P-Card expenditures assigned to the department, as well as, reconcile monthly P-Card statements for staff approval.

• Process and maintain department records including invoices, expenses and supply orders.

• Provide on-the-job training to lower level staff, as needed.

• May interact with vendors and City employees regarding various issues.

• May assist with data entry, reconciliation, and verification of payment/invoice authorizations, as needed.

• Coordinate the intake and processing of applications for housing and community assistance programs by reviewing applications for completeness, verifying eligibility and supporting documentation, maintaining applicant case files, communicating with applicants regarding missing information.

• Enter and process mortgage payment information into the department's financial or program financial system while verifying accuracy and completeness of supporting documentation.

Minimum Qualifications

• High School Diploma or General Equivalency Diploma (G.E.D.)

• 3 years related experience

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Education/ Experience:

• Some college courses completed or training beyond the high school level

• 3-5 years experience in bookkeeping, accounting, finance, customer service and/or administrative support

• Experience utilizing Workday to process invoices, requisitions, purchase orders, payment requests, and other financial transactions.

Knowledge, Skills & Abilities:

• Basic to intermediate knowledge of business practices and procedures

• Intermediate skills in PC and systems applications

• Excellent customer service and telephone etiquette skills

• Proficient organizational skills

• Proficient oral and written communications skills

• Ability to multitask

• Ability to adapt to various working environments

• Ability to work independently and/or in a team environment

• Ability to work independently and with little to no supervision

Licenses and Certifications

• Valid Class C Texas driver's license

Physical Requirements / Work Environment

The incumbent works in a typical office environment; relatively free from unpleasant environmental conditions or hazards.