Senior Office Assistant

Job Description

Participate in processing, monitoring and maintaining documents regarding a variety of City programs in support of an assigned department or division; assist all professional staff with routine and/or clerical duties; maintain department filing systems records and databases; provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems; and perform a variety of customer service duties relative to the assigned area of responsibility. Work directly with the public.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

ESSENTIAL FUNCTIONS: Essentialfunctions may include, but are not limited to the functions listed below. Mustbe able to perform the essential functions of the job with or without areasonable accommodation.

• Participate in processing, inputting, monitoring and maintaining documents regarding a variety of City programs in assigned area. Enter claims data into claims system. Process department mail.

• Assist all professional staff with routine and/or clerical duties; and to perform a variety of duties relative to the assigned area of responsibility.

• Maintain department filing systems, records and databases; develop, implement and modify filing systems.

• Prepare and proofread a variety of documents including general correspondence, fliers, memoranda and reports using Office Suite.

• Will work with Outlook, Excel, PowerPoint and other department related software and database systems.

• May prepare purchase requests and logs; order and maintain inventory of office supplies; order uniforms, books, magazines, pamphlets and various materials, supplies and equipment as needed.

• May process vendor invoices for payment; input information into the computer.

• Answer multi-line telephone; screen and route incoming calls; respond to complaints and inquiries in a timely and efficient manner; direct person or matter to the proper staff member, division or department.

• Provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems.

• May assist with basic accounting duties.

• Prepare and maintain computerized records, rosters, lists, and logs; ensure information currency and accuracy; enter pertinent information into the computer.

• Maintain confidential records according to established rules and regulations. May work with IPRA related documents.

• May assist in the review, preparation and processing of payroll activities.

• May assist in the coordination of travel arrangements.

• May lead lower level clerical staff.

SUPPLEMENTAL FUNCTIONS:

• Perform related duties and responsibilities as required.

• May proctor a variety of tests, create accounts and passwords for exams and skills training; maintain testing equipment and facilities for the testing environment.

• May schedule testing, distribute test scores and provide information regarding testing requirements to testers.

• May respond to public inquiries received from 311 call center tickets; provide information as requested within the area of assignment.

• Scheduling meeting rooms as needed

• May distribute and scan mail to associated units with the department.

Education directly related to the minimum requirements below may be substituted for experience on a year for year basis.

High school diploma or GED; and

Three (3) years of clerical or office assistant experience.Environmental:
Office environment; exposure to computer screens.

Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting for prolonged periods of time; extensive use of computer keyboard; moderate lifting.