ADMINISTRATIVE ASSISTANT I at City of Thomasville

Thomasville, Georgia, United States -

Full Time

Start Date

Immediate

Expiry Date

19 May, 26

Salary

19.36

Posted On

18 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Answering Phones, Issuing Work Orders, Scheduling, Processing Requisitions, Vendor Management, Data Imputation, Invoice Coding, Communication, Liaison, Fleet Management Software, Record Maintenance, Report Production, Parts Ordering, Inventory Adjustment, Time Management, Multitasking

Industry

Government Administration

Description

Description JOB SUMMARY Position serves as the administrative assistant to the Fleet Services Department. Responsibilities include certain general and specific clerical duties including, but not limited to, answering phones, issuing work orders, scheduling, processing requisitions, working with vendors, departments, imputing information into multiple computer programs, and coding invoices. ESSENTIAL JOB FUNCTIONS (examples, not all inclusive) Ability to work in a professional, team-focused environment. Communicate with the public or internal departments either by phone, email or by person. Prepare and distribute work orders for technicians. Assist in obtaining quotes for purchases and/or services. Liaise with the parts stores, and dealerships to obtain necessary materials needed by technicians. Schedule maintenance dates for fleet vehicles. Verify invoices, process for payment Help with being a go between person for sales representatives and shop technicians. As well as the go between for internal departments and technicians. Heavy reliance on fleet management software to track vehicle data, maintenance schedules, and fuel consumption. Maintain office files, account records and a variety of other records. Produce monthly reports and other specific requests. Parts ordering, parts inventory adjustments and maintenance. Answering phones/taking messages Prepare Fleet Technicians for service calls. Conduct monthly shop safety inspections. Periodically attend city wide meetings. Willingness to learn new tasks All other tasks assigned. Requirements QUALIFICATIONS Education and Experience: Must have a high school diploma or equivalent. Two years of clerical experience, one (1) year of which must have been in bookkeeping. Proficient in Word and Excel Must have a valid driver’s license. Knowledge, Skills, and Abilities: Basic automotive parts knowledge is helpful. Some mechanical knowledge. Must have the ability to communicate effectively with both internal and external customers. Must possess good oral/written communication skills. Posses the ability to prepare and maintain various reports, as required or assigned. Time management skills are a must. Multitasking skills are essential. PHYSICAL/MENTAL DEMANDS Physical Demands: While performing the duties of this job, the employee is frequently required to use fingers and hands to hold and feel, reach with hands and arms, walk, talk and hear. The employee is occasionally required to stand, sit, climb, balance, stoop and crouch. Specific vision abilities include close, distance, color, and peripheral vision, and depth perception. Employees regularly lift and/or move up to 25 pounds and occasional lifts and/or move 60 pounds or more. The noise level in the work environment is usually moderate but is loud on occasion due to the tools being used in the shop. Some jobs may require an employee to be exposed to outside weather conditions, wet and/ or humid conditions. Mental Demands: The mental demands of an administrative assistant role often include a high level of attention to detail, strong organizational skills, the ability to multitask, effective time management, adaptability to changing priorities, good communication skills and the capacity to handle stress while maintaining composure, particularly when juggling multiple tasks and deadlines. WORKING CONDITIONS Administrative assistants work in a variety of conditions, including high levels of social contact, time management, and decision-making. Works closely with customers and team members of the entire organization but has separate space in the office. Majority of work is done indoors with heat and air. LIMITATIONS AND DISCLAIMERS To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performance of their duties just as though they were written out in this job description. Requirements are representative of the minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

Responsibilities

This position serves as the administrative assistant for the Fleet Services Department, handling general and specific clerical duties such as answering phones, issuing work orders, scheduling, processing requisitions, and managing vendor interactions. Essential functions include liaising with parts stores, scheduling vehicle maintenance, verifying and processing invoices, and heavy reliance on fleet management software for data tracking.