Administrative Assistant II (Invoicing & Payments)

Administrative Assistant II (Invoicing & Payments)

We have a temporary opening for an Administrative Assistant II for the FACILITY & FLEET MANAGEMENT department.

NOTE: This is a temporary assignment for up to 6 months.

Location: Los Angeles (Union Station) Headquarters Office in downtown Los Angeles. 

Schedule/Hours: 9/80 IN OFFICE Schedule starting as early as 7:00 am – 4:45 pm with every other Friday off.

Pay: $37/hr. to $38.47/hr.

The Administrative Assistant II will work in a very busy, team-oriented environment. The Administrative Assistant II responsibilities will include various job tasks in Business Support to support the Facility & Fleet Management Team for HQ.

These tasks include but are not limited to:

·         Researches, gathers, reviews, and analyzes data; prepares data summaries; and assists in the preparation of reports.

·         Prepares a variety of office correspondence; develops and revises forms for internal use; and develops charts and graphs.

·         Reviews, processes, and tracks travel authorization requests and expense reimbursements; makes travel arrangements and prepares expense reports.

·         Assists with the preparation and coordination of annual budget documents.

·         Reviews and processes requests for payments.

·         Assists with record retention and maintenance of invoices, training records, electronic forms, and meeting documents.

·         Performs other related Administrative Assistant job duties as required.

To be successful in this role, you’ll need to work collaboratively with coworkers, perform administrative duties, and demonstrate critical thinking skills.  The Administrative Assistant II will prioritize work assignments, be detail-oriented, and have strong communication skills.

Required Knowledge of:

Administrative procedures and systems; methods and techniques of data collection, report preparation and basic analysis and research; basic budgeting concepts; and current office technology and equipment.

Required Skills and Abilities to:

Make arithmetic computations with speed and accuracy; and apply business policies and procedures; use independent judgment and exercise discretion; problem solve; prioritize and multi-task; communicate clearly and concisely, both verbally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work independently and in a team environment; and operate current office equipment including computers and supporting applications.

 Experience Qualifications:

• A high school diploma or general education development test (GED) and five years of relevant experience; or associate’s degree from an accredited college or university in a related field and three years of relevant experience; or bachelor’s degree from an accredited college or university in a related field and one year of relevant experience; or two years in a MWD Administrative Assistant I classification.

·         *Minimum 5 years of experience using MS Office (Word, Outlook, Teams & Excel) and processing invoices.  

• Personable, Team Player, Flexible, Multitask and handles pressure well.
• Detail-oriented, Organized, Strong Written and Verbal Communication skills a must.
• Local Candidates (Southern California)
• No Cal PERS membership
• No H1B candidates