City of Asheville Jobs Hiring Now

Summary

About our opportunity:
The City of Asheville is seeking qualified applicants for the position of Administrative Assistant II in the Transportation department. This position provides specialized administrative support to the department, including financial processing, recordkeeping, and customer service.

Essential Duties and Responsibilities

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude
them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties
may be required and assigned.

Serves as liaison between the assigned department/division and other departments/divisions, staff members, City
officials, the public, community leaders, outside agencies, or other individuals or organizations: distributes and
receives routine information; interacts with various officials and dignitaries involving sensitive client relations;
conveys information among division/department personnel; and circulates documentation to appropriate
departments.

Serves as departmental human resources liaison: prepares new employee paperwork; processes documentation
pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks
accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change
forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications,
background checks, and related records.

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves
management staff of routine administrative tasks; screens telephone calls, mail, email, and other communications
and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads
various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities;
coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.

Processes documentation pertaining to budget or general financial management: reviews invoices for accuracy,
matches with purchase orders; enters budget data into computer; assists with budget preparation; provides
budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and
generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance
with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department
records; prepares bank deposits; coordinates internal accounting activities; maintains current balances for
accounts; and maintains departmental petty cash funds.

Processes purchasing documentation: reviews purchase requisitions and verifies availability of budgeted funds;
prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders
materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy;
researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for
payment; and maintains files and records.

Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers
incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes
incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and
copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Performs customer service functions in person, by telephone, and by mail: provides information/assistance
regarding department/division services, procedures, fees, or other issues; responds to routine questions or
complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees,
fines, or services: records transactions, posts payments, and issues receipts; balances cash drawers; prepares
revenues for deposit; and forwards as appropriate.

Processes a variety of documentation associated with department operations within designated timeframes and
per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into
computer systems; logs, tracks, or maintains records regarding department activities; and compiles data for further
processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.

Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in
computer database; scans documents into computer; verifies accuracy of entered data and makes corrections;
indexes documents; and develops databases and computerized reports.

Processes applications for department services, such as licenses, facility usage, program enrollment, employment,
or other purposes: distributes application forms and provides information; accepts fees/deposits and processes
completed applications; issues permits as appropriate; and administers work order program and opens/closes work
order requests.

Communicates with City administrators and elected officials, supervisor, other City employees, vendors,
contractors, the public, outside agencies and organizations, and other individuals as needed to coordinate work
activities, review status of work, exchange information, or resolve problems.

Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet,
database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as
necessary to complete essential functions.

Additional Functions:
Performs other related duties as required.

Education and Experience

Minimum Qualifications:

High school diploma or GED required; supplemented by three years of experience in administrative support; or any
equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and
abilities for this job.

Specific License or Certification Required: Depending on area of assignment, may be required to possess and
maintain Notary Public license.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential
functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary
to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes
exercising discretion in determining data classification, and in referencing such analysis to established standards for
the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding
the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control
the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the
ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret
graphs.

Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic
form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of
action.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
a variety of generally pre-defined duties which are often characterized by frequent change.

ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may
involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks
may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or
signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental
conditions.

The City of Asheville is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the
City will provide reasonable accommodations to qualified individuals with disabilities and encourages both
prospective and current employees to discuss potential accommodations with the employer.

Some positions may require a fingerprint-based SBI background check after a conditional offer and before your start date; HR will provide instructions if applicable.

For benefits-eligible positions, explore our full benefits at AshevilleBenefits.com.

About us:

The City of Asheville is dedicated to providing quality service for the residents and visitors of our beautiful city, nestled in the Blue Ridge Mountains of western North Carolina. Asheville, NC is a thriving mountain city that has a culture enriched by its diversity.

The City’s policy is to provide equal employment opportunities to all applicants for employment. Applicants will be assured of fair treatment in all aspects of recruitment and selection without regard to a person’s age, race, color, national origin, religion, sex, genetic information,or disability, except where certain physical and mental requirements are Bona Fide Occupational Qualifications (BFOQ). The City of Asheville is proud to be a second chance employer.

The City of Asheville is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.