Sr. Administrative Assistant (Billing and Collection)

Odessa City Of - Odessa, TX

Full-time

Odessa, TX

About the position

The position involves providing comprehensive administrative, customer service, and technical support to the Billing and Collection Department. The role is designed to relieve the Director of various operational and administrative duties, ensuring efficient workflow and effective communication within the department. The incumbent will manage special projects, maintain databases, and assist customers while adhering to city policies and procedures.

Responsibilities

• Oversees Department's administrative workflow and organizes work to relieve the Director and staff of routine administrative details.
• Exercises initiative and independent judgment in performing administrative duties and resolving operational issues.
• Tracks operational and administrative issues and assures effective communication of operational information.
• Performs administrative and technical support functions for the assigned department, maintaining information confidentiality.
• Manages special projects and programmatic assignments related to the City and Billing and Collection Department.
• Maintains and updates computer databases and files, enters, edits, and retrieves data, and prepares reports.
• Reviews and processes invoices and requisitions, maintaining City records and information tracking systems.
• Prepares correspondence, reports, accounting records, and administrative documents.
• Maintains personnel and payroll files and assures compliance with City policy and procedures.
• Purchases and distributes supplies, manages inventory, and resolves customer service and technical issues with vendors.
• Issues and maintains files for vendor permits and miscellaneous licenses, sending monthly reminder letters.
• Prepares end of month reports for utility and general fund accounts.
• Provides informed and confidential technical assistance to customers and explains City rules, policies, and procedures.
• Arranges and schedules appointments and meetings, assisting with the annual budget process.
• Screens visitors and phone callers, resolving issues and complaints as appropriate.

Requirements

• High School Diploma or GED required; AND one year experience with Administrative Assistant duties.
• Knowledge of City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Understanding of operations, services, and activities performed by the Billing and Collection department.
• Proficiency in business computers and standard MS Office software applications.

Nice-to-haves

• Associate's Degree and experience with City of Odessa is preferred.