Office Assistant II
4 weeks ago
Position Purpose
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.
Essential Functions
1Performs 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.
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.
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.
Minimum Qualifications
THERE IS AN ONLINE EXAM FOR THIS POSITION
EDUCATION:
* High school diploma or GED.
EXPERIENCE:
* Three (3) years general office administration experience.
EQUIVALENCY(IES):
* An associate degree (or higher) in a any field plus one (1) year of the required experience will meet the education and experience requirements.
OTHER REQUIREMENT(S):
* Some positions may require availability for varying shifts including nights and weekends.
* Some positions may require a criminal background check
PREFERENCE(S):
* Spanish/English bilingual skills are a plus.
Aviation:Must pass Transportation Security Administration (TSA) background check.
Convention and Event Services: Experience in utilities service which involve electrical power requirements for tradeshow, and/ or knowledge of procurement processes is preferred. Please note, for Kay Bailey Hutchinson Convention Center there is potential that the operations, and/or position, will transition to a private management company.
Dallas Fire - Rescue:Must be eligible/able to obtain the Criminal Justice Information Services (CJIS) Certification.
Dallas Police:Must be eligible/able to pass an intensive background check including polygraph and drug screen.
Dallas Police - Legal Services Unit:Experience in logging and processing warrants received from Detention Services, Open Records requests, expunctions, maintaining the Warrant Database and At-Large filing system. Ability to coordinate and ensure the Legal Services Unit records are retained and archived in accordance with the records retention schedule and procedures. Responsible for processing requests for an officer's appearance before the City Manager by generating a no standby court notice. Process routing slips for various counties. Assist the D.A.'s Office, Dallas Sheriff's Office, Dallas Fire Department, Records, and the Dallas P. D. Filing Units with daily problems or questions related to the case filing.
Dallas Water Utilities-Meters:Must be able to complete SAP certification within probationary period.
Dallas Water Utilities:Knowledge of procurement processes, AMS advantage, Microsoft Excel, Access and inventory management is preferred.
Sanitation Services:Experience in public speaking is a plus. Knowledge of procurement processes, AMS Advantage and recycling practices is preferred.
Sanitation Services - Canton Office: Provides entry level administrative support to help with the organization and running of the daily operations for the department. This is to include greeting internal/external customers, answering a multi-line phone, gathering data/information to update paperwork or submit service requests, calendar management, mail run/sorting, and other general office duties as assigned. The ideal candidate will: have a high degree of attention to detail; incorporate new and efficient ways to optimize procedures; show analytical abilities and aptitude in problem-solving with excellent written and verbal communication skills.
COMPUTER BASED EXAM DESCRIPTION:
* Exam covers Microsoft Word, Microsoft Outlook, numeric filing, spelling, customer service, record locating and keyboarding.
* Time Limit: N/A
* PICTURE I.D. REQUIRED
Supplemental Information
The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.
For evaluation purposes, acceptable qualifying experience for all positions must have been in a paid capacity unless noted otherwise in the minimum qualifications for the posted position.
Additionally, 30+ hours per week will be counted as full-time employment and will receive full credit for the amount of time employed. A minimum of 15 through 29 work hours per week will be counted as part-time employment and will receive half credit for the amount of time employed.
Working Conditions & Hazards:
* Work performed under normal office conditions.
Vacancies currently available in multiple departments.
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