Office Assistant IV
3 weeks ago
Nature of Work
The purpose of this job is to perform varied complex clerical/administrative duties. Work involves typing letters, reports, and a variety of documents and forms, maintaining records systems, processing a variety of documents, and entering data in City systems, greeting the public and carrying out various related information processes. May serve as a lead worker over other clerical positions.
ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
Acts as lead worker; coordinates and assigns work of clerical staff, as appropriate Plans and organizes office and work flow activities to meet unit objectives in a timely manner; evaluates work procedures and methods to ensure quality, effectiveness and efficiency of operations; anticipates events, trends, consequences and/or problems Maintains various reference files; assembles and organizes data; prepares necessary reports Provides clerical support to appropriate Boards and Commissions by preparing agenda and minutes and mailing information Conducts clerical research and completes data for administrative and public reports, ensuring accuracy and completeness May take complex dictation and notes of meetings; keeps official records and reports; prepares correspondence for supervisor's signature; makes travel arrangements; arranges meetings; maintains automated appointment calendar; prepares agendas; schedules and attends meetings; performs duties related to offices the supervisor may hold in professional organizations Greets callers and visitors; screens incoming calls and correspondence and refers to appropriate staff for action; assembles relevant attachments or notes for instruction or disposition Develops and administers operating records; coordinates activities with other sections in the department, or outside agencies or departments, as appropriate Responds to difficult issues and citizen interests or complaints, exercising judgment in accordance with applicable regulations or policies Maintains records on budget expenditures; maintains and verifies payroll information; maintains personnel files; orders and maintains supplies and equipment Establishes control procedures for document handling and storage in accordance with applicable laws and regulations Acts as liaison with vendors, contractors and City staff Performs related work as required
Minimum Training and Experience
Required Education and Experience
Associate's degree --AND--At least three (3) years of experience in general clerical or office work --OR--
Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities
Required Licenses or Certifications
None
Other Necessary Qualifications
Knowledge of:
Departmental operations and organization Principles and practices of recordkeeping Various applicable computer applications Principles and practices of basic bookkeeping Modern office procedures, methods and computer equipment Department policies and proceduresSkill in:
Customer service Interpersonal skills necessary to develop and maintain effective and appropriate working relationships Performing a variety of duties, often changing from one task to another of a different nature Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratiosAbility to:
Communicate effectively, both orally and in writing Take and transcribe meeting minutes Proofread, research files and logically organize information Meet schedules and deadlines of the work Understand and carry out oral and written directions Accurately organize and maintain paper documents and electronic files Maintain the confidentiality of information and professional boundaries Assign, prioritize, monitor, and review work assignments
Other Information
**Must be able to pass Grand Rapids Police Department Background Check**
Background Review
-Completion of a 60-page personal history packet to provide information and verification of your education, employment, finances, legal history, motor vehicle operation, references, relatives, residency, and autobiography.
-Review and verification of all documents received
-legal, criminal, and financial record reviews
-reference checks (primary, secondary, and tertiary)
-home visit to include neighbors
-In-person interview at the Grand Rapids Police Department
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