Administrative Assistant II

Job Title: Administrative Assistant II

Department: Facilities/Fleet Management

Supervisor: Facilities/Fleet Manager Classification: Non-Exempt Division: Effective: 10/07/2026

I.JOB SUMMARYUnder direct supervision of the Facilities/Fleet Manager, the Administrative Assistant II will supervise Facilities & Fleet Division administrative staff and manages, plans, implements and supervises programs designed to advance Facilities & Fleet Division and department relations objectives. Employee supervises all daily administrative office functions and establishes and administers the departmental relations functions to include accounts payable, purchase orders, customer service, field audits, reports, data collection management and analysis. This job requires mature judgment, strict confidentiality, professional conduct and effective interaction with others using tact and diplomacy. Individual will be assigned other duties as needed by Facilities/Fleet Manager.

Qualifications

II. EDUCATION REQUIREMENTSMust have an accredited high school diploma or GED equivalent.One (1) year of experience in the management of a business function, division or department relevant to the assignment.Associate's degree may be substituted with two or more year's relevant experience.The city will consider five (5) years of experience to substitute for lack of post high school requirement.Proficient in Microsoft Words, Excel, Publisher, Power Point, Internet, and E-mail.III.EMPLOYMENT REQUIREMENTSApplicant will be subject to a complete background investigation. Incomplete, inaccurate and/or failure to report information will cause the applicant rejection from consideration.Applicant must take and pass a pre-employment drug, physical and placement screening administered by the City of Mission appointed physician at the City's expense.Must have a current valid class "C" driver license from the Texas Department of Public Safety with no more than two (2) moving traffic violations within the past two (2) years.IV.SKILL AND ABILITY REQUIREMENTSMust be able to effectively manage and supervise staff.Must have strong accounting skills.Must have the ability to prepare and write financial reports and set up detailed policies and procedures.Must have good written and oral communications skills, numeracy skills, organizational skills and effective interpersonal skills.Must be capable of working with administrators, internal departments and staff to maintain positive image of the division and services.Must be customer-service oriented, have a customer friendly attitude and professional appearance at all times.Must be self-disciplined, have the ability to work independently and possess strong communication skills.Must be able to work effectively under pressure and stringent schedules and produce accurate and satisfactory results.Must have the ability to type a minimum of 50 wpm.Must have extensive knowledge of grammar and its usage and follow complex oral and written instructions.Must be able to use reasonable tact, discretion, self-expression and working knowledge of policies and procedures.Ability to communicate clearly and effectively with citizens and employees thru internal and external communication.Ability to complete tasks within specified deadlines.Ability to respond to inquiries or complaints from outside organizations, customers or citizens.Ability to prepare reports, business correspondence and procedure manuals.Experience and/or training in fleet logistics, fleet repairs and facility maintenance.Above average oral and written communication skills. Must be able to communicate orally in English and Spanish.Excellent interpersonal skills.Excellent computer skills in a Microsoft Windows environment; includes Excel, Word, Publisher, database management, Outlook, and record keeping.Evidence of the practice of a high level of confidentiality.Excellent organizational skills.


Special Requirements

V.ESSENTIAL JOB FUNCTIONSAnswers telephone, screens calls and answers routine questions or transfer inquiry to the proper authority. Screens and refers callers; provides information to callers and processes complaint forms.Acts as receptionist for people that come to the office, makes appointments and maintains calendar of departmental activities.Receives and logs-in mail, faxes and other correspondence received with date received in the computer before routing it to its appropriate destination.Handle complex and/or technical reports, checking for accuracy and completeness.Coordinates research on projects as needed and prepares correspondence and reports as needed.Coordinates and attends meetings and transcribes minutes.Composes and signs correspondence on matters not requiring personal attention of supervisor.Prepares request for proposals, request for bids, and other procurement forms as needed.Prepares agenda items for City Council meetings.Maintains files and records of correspondence, reports, and other matters.Supervises the purchase and delivery of office supplies as well as office equipment.Processes requisitions and purchase orders for invoice payments.Attend a variety of workshops and seminars related to City operations.Prepares travel arrangements as directed and maintains records; secures transportation, hotel reservations/accommodations.Plans, develops and implements departmental accounts receivable, billing, collections procedures following City accounting policies, procedures and goals.Generating financial and operational reports. Maintain budgets and record expenses.Supervises departmental office administrative personnel and work assignments.Assists with coordinating the work of other staff members to assure timely completion of work and to assure that records are complete and accurate; provides training to assigned office personnel as assigned by the position.Performs billing analysis to identify and resolve operational, customer service, collections and accounts receivable issues.Organizes, prioritizes and manages multiple projects concurrently with minimal supervision.Communicates with other departments and management to resolve problems and expedite work.Address department and vendor complaintsCoordinate trainings for mechanics, drivers and administrative staff.Assists the Directors in developing the departmental annual budget.Perform other related duties as assigned by Facilities/Fleet Manager.VI. NON-ESSENTIAL JOB FUNCTIONSAttend special events when needed.VII. EQUIPMENT/MATERIALSGeneral office and safety equipment/materials to include but not limited to the following:Personal computer, Keyboard, Printer, Scanner, Flash Drive10 key calculator, Typewriter, Manual Hole PuncherCopy machine, Fax machineTelephone, Cell phoneStapler, Stapler remover, Pens, Pencils, Highlighters, MarkersPostage machinePersonnel Policy Manual