Administrative Assistant (Part Time)

The Position ** This recruitment will close to further applications once the closing date is met, or once 60 applications are received, whichever comes first. ** This part-time Administrative Assistant role supports Public Works Fleet Operations by providing equal levels of client-facing service and administrative support. A typical day is split evenly between assisting clients and fleet staff with work order creation, coordination, and communication, and reviewing invoices, posting charges to work orders, and preparing documents for payment. You will serve as a central point of contact for departments, vendors, and shop personnel-helping gather service details, clarify client needs, and relay information between office staff and technicians. At the same time, you will ensure financial and operational accuracy by reviewing invoices, verifying supporting documentation, entering data into our fleet management system, and supporting timely processing of invoices for payment. The position works weekdays for approximately 4-5 hours per day during normal business hours. Weekend work is not required. Remote work is not an option for this role. This position is ideal for someone who enjoys interacting with people while also handling detailed administrative work. Strong communication skills, attention to detail, and comfort working in a fast-paced environment are essential. Automotive or financial experience is helpful but not required, training will be provided. You belong in Carlsbad: The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal. Key Responsibilities Client Engagement & Work Order Support Serve as a first point of contact for clients, vendors, and fleet staff, providing clear and timely communication. Create work orders based on client needs, service requests, or technician findings. Relay updates between shop staff and clients to ensure expectations are clear and service timelines are understood. Document customer concerns, service details, and repair requests accurately for technician review. Answer phones, greet visitors, and direct inquiries professionally. Provide logistical support to fleet administrators and shop personnel as needed. Administrative & Invoice Processing Review invoices for accuracy, completeness, and alignment with work performed. Post parts, labor, and service charges to work orders in the fleet management system. Prepare invoice packets and supporting documents for payment processing. Manage incoming mail, parts requests, service requests, and invoices requiring administrative review. Maintain organized physical and digital filing systems. Assist in processing invoices according to accounts payable/receivable guidelines. Provide general administrative support to fleet administrators and shop personnel as needed. Normal duties of this position include driving of a vehicle between City sites. Qualifications Knowledge of: Microsoft Word, Excel, Outlook and Adobe Acrobat Pro; experience with Microsoft Teams and/or Access a plus Professional communication techniques, both oral and in writing Basic filing systems; physical and electronic Familiarity with contracts and agreements, particularly related to construction, a plus Invoice processing, knowledge of tax calculations and prior payables experience preferred. Ability to: Understand the administrative support role as facilitating the work of paraprofessional/technical staff Follow prescribed processes and procedures with minimal direction/supervision Proofread accurately under tight timelines Work successfully both independently and in a team environment Demonstrate excellent customer service skills Communicate professionally and effectively with staff at diverse levels of the organization as well as those outside the organization, orally and in writing Use modern office equipment and software Experience & Education Experience: Any combination equivalent to experience that could likely provide the required knowledge and abilities would qualify. Education: Must have high school diploma or G.E.D. A valid driver's license is required. #J-18808-Ljbffr City of Carlsbad