Administrative Assistant II

Posting number: 2026-01876

Department: Transportation

Division: Parking Garage

Job classification: ADMINISTRATIVE ASSISTANT II

Posting type: Internal/External

Categories: Administrative Assistant, Customer Service

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.

Examples of duties

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