Office Assistant II (Civil Service)

The Office Assistant II performs intermediate to advanced level office support functions for various departments, maintains filing systems, and supports payroll functions. Performs clerical, bookkeeping, mail processing, payment processing, secretarial duties, and operation of office and related equipment.

1 Performs a variety of office support duties including completing forms, maintaining logs, collecting money, preparing cash reports, and compiling and organizing data to facilitate routine paperwork processing; supports other Office Assistants and provides expertise in challenging situations.

2 Performs receptionist activities and communicates with a wide variety of people in person and by telephone including citizens, employees, agencies, other city departments, and vendors to provide information and direction; demonstrates excellent customer service skills.

3 Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.

4 Prepares, reviews, and proofreads correspondence, memos and reports to be signed by the supervisor to ensure accuracy; reviews, edits, and updates information and documents as needed; conducts training and development for newer Office Assistants to ensure efficiency and accuracy of work.

5 Performs a wide variety of office activities such as processing payment invoices, maintaining filing systems, tracking deadlines, attending meetings and taking minutes, making travel arrangements, processing mail, preparing payroll, handling petty cash and data entry to assist with office operations.

6 Maintains daily report of activities performed and providing customer service through telephone; researches citizen complaints and amount of payment to ensure charges are accurate; makes various cash refunds according to department policies and procedures.

7 Sorts, orders, and distributes all incoming inter-office and U.S. mail and processes all outgoing mail; picks up and/or delivers inter-office and outgoing mail at different city locations to ensure prompt mail distribution; sorts inter-office and incoming U.S. mail; operates reproduction equipment to make copies for those requesting copy services.

8 Performs any and all other work as needed or assigned.

EDUCATION:

• High school diploma or GED.

• Three (3) years general office administration experience.

• An Associate's degree (or higher) in a business/public administration field plus one (1) year of the required experience will meet the education and experience requirements.

• Some positions may require availability for varying shifts including nights and weekends.
• Some positions may require a criminal background check

• Spanish/English bilingual skills are a plus.

• Exam covers Windows 7, Basic Word, Outlook, Numeric Filing, Spelling, Customer Service, Record Locating, Keyboarding and Data Entry.
• Time Limit: N/A
• PICTURE I.D. REQUIRED

1 Knowledge of correct grammar, spelling, and punctuation.

2 Ability to operate a computer with accuracy.

3 Ability to attend to routine tasks and check paperwork for accuracy and errors.

4 Ability to use office machines including, copier, fax machine.

5 Ability to maintain records journals and files.

6 Ability to write, clear and accurate reports.

7 Ability to deal tactfully and courteously with the public and other city employees.

8 Ability to handle difficult and unusual situations.

9 Ability to use a computer.

10 Communicating effectively verbally and in writing.

11 Establishing and maintaining strong working relationships.

• Work performed under normal office conditions.