Office Assistant II

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

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.

Minimum Qualifications

• THERE IS AN ONLINE EXAM FOR THIS POSITION************************
  
  

Education

• High school diploma or GED.
  
  

EXPERIENCE:

• One (1) year general office administration experience.
  
  

EQUIVALENCY:

• An associate degree (or higher) in any field will meet the education and experience requirements.
  
  

PREFERENCES:

• Spanish/English bilingual skills are a plus.
  
  

Aviation: Must pass Transportation Security Administration (TSA) background check.

Dallas Fire – Rescue: Must be eligible/able to obtain the Criminal Justice Information Services (CJIS) Certification.

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: Language Arts, Mathematics, Numeric Filing, Proofreading, Customer Service Interaction and Windows 10.
• 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.