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Office Assistant

The purpose of this position is to perform a variety of clerical and office support tasks, in a typical office setting, related to the function and department assigned which may include customer service, telephone answering, typing, word processing, data entry record keeping, filing, and front desk reception. This is an entry level position in the Office Assistant series.

This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Answers the telephone, waits on the general public, and provides information related to department and/or city policies and procedures, makes appointments and announces callers.
• Accepts payments, receives cash and makes change, processes credit cards, checks, etc.
• Interacts courteously and tactfully with managers, co-workers, customers and/or vendors.
• Types, proofreads and processes a variety of documents including general correspondence, forms, memos, statistical charts and specialized documents from drafts, notes, or verbal instruction using a typewriter computer equipment.
• Reviews documents for accuracy, completion and conformance to established procedures.
• Utilizes personal computers and computer software to perform word processing and spreadsheet functions; prepares and maintains computerized reports.
• Sorts and files documents and records, maintaining alphabetical, index, and cross-reference files; assists department with photocopying, assembling materials, and simple clerical work.
• Assists in receiving, sorting and distributing incoming and outgoing mail; assists in maintaining paper and other supplies stocked in the supply room, and by the copy and fax machines; assists in ordering supplies.
• Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the City to the public in a friendly, helpful, and professional manner.
• Identifies and/or recommends cost control measures in the delivery of all services and functions in his/her department and under his/her area of responsibility
• Performs other related duties as assigned.

• Good knowledge of office practices and procedures including filing and basic record keeping. Good knowledge of the operation of standard office equipment including word processing and computer equipment. Good knowledge of English usage, spelling, grammar and punctuation. Good knowledge of business letter writing and typing formats. Good knowledge of basic mathematics.
• Ability to communicate clearly and concisely, both orally and in writing; ability to establish and maintain effective working relationships with those contacted in the course of work; ability to organize and maintain accurate records and files; ability to learn the operation, policy and procedures of the City and the assigned department or office; ability to perform difficult and complex clerical and administrative support work using independent judgment. Ability to effectively present information both one-on-one and to small groups.
• Must be able to work nights and weekends on a consistent basis.

Required Education & Experience:

• High School Diploma or General Education Degree (GED) supplemented by one (1) year of general clerical/customer service experience; or any acceptable related combination of training and experience. Some college preferred.

Licenses and/or Certifications:

• Customer Service training preferred.
• American Red Cross CPR AND First Aid Certification is required and must be obtained within 90 days of the date of hire.

Physical Requirements & Working Conditions:

• The essential job functions of this position will require the employee to perform the following physical activities. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis: On a continuous basis, sit at desk and/or stand at counter for long periods of time. Frequently required to walk. See, hear and talk with the public; read presented documents, write or use keyboard to communicate through written means. On occasion required to run errands, to climb or balance, stoop, kneel, crouch, taste, or smell. Intermittently twist and reach office equipment; lift or carry weight regularly of 10 pounds and on occasion weight of up to 30 pounds. Specific vision requirements include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

• There is a one-year probationary period.
• It is the responsibility of the incumbent to maintain their licenses and/or certifications as a job requirement.
• Background screenings are conducted through the Clearinghouse @ https://info.flclearinghouse.com .