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As the Office Assistant, you will be responsible for providing general administrative and clerical support for a group of individuals who are Managers. Responsibilities may include, but are not limited to: coordination of meetings, ordering of supplies and equipment, expense reports, and email management. While some of the focus of this job is on the coordination and execution of administrative tasks, incumbents may also spend substantial time performing clerical duties. Position requires excellent organizational skills, and the ability to handle multiple tasks simultaneously. Responsible for providing basic secretarial, administrative or clerical support. Qualifications: • English Language: vocabulary: knowledge of the meaning of words used in written and spoken business communications • Arithmetic: rules of basic Math and their use (i.e., computing answers to basic numerical and text-based mathematical problems) • Customer Service: principles and processes for providing quality customer services • Office Technology: telephone applications, word and/or document processing software, electronic mail, calendar, and other office systems • Active listening, speaking to others to effectively convey information, and being aware of others' reactions and understanding their reactions • Clearly and concisely transmitting ideas in writing by including appropriate and accurate information, using proper grammar, spelling, syntax, and composition • Following directions that are given orally or in writing • Arranging things or actions in a logical order, according to specific rule(s) • Incumbents need a high level of stress tolerance • An orientation toward providing service is essential • Incumbents must be self-motivated • Incumbents of this title spend a lot of time making or maintaining contact with others face-to-face, via telephone, and through written communication, including electronic (such as email) • Completion of a High School Diploma or Equivalent (GED) Responsibilities: • Performs clerical and daily office operations within various city agencies • Provides quality services in a respectful, courteous and professional manner • This specification describes typical assignments; related duties may be assigned as needed • Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment • Proofreads typed material for accuracy, correcting errors as necessary • Uses commercial office software packages in typing, data entry, filing, updating files, and preparing various reports • Collects information or data from various sources; files and retrieves books, documents and/or data as needed • Updates existing files • Creates filing systems • Maintains departmental records; keeps separate confidential records when instructed • Retrieves and formats computerized data • With proper training, may take dictation and transcribe notes (written or recorded) • Prepares and proposes various forms, e.g., grant applications, personnel papers and other business forms • Communications and Customer Service • Provides information, as directed, to employees, and the general public • Responds to routine inquiries regarding departmental affairs • Answers telephone calls; screens incoming calls and forwards/refers calls; assists in maintaining up-to-date mailing and telephone directories • Provides receptionist services; sets up appointments; keeps calendars; refers students, faculty, other employees and general public to proper areas or persons • Furnishes information on the department's rules and regulations, when authorized • Assists with arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units, etc.) • Assists in training participants in various training programs • Communicates with employees or outside agencies to expedite the processing of work • Prepares routine reports, including drafts, using information received from various sources • Receives and processes financial transactions following prescribed procedures (e.g., invoices, bookings) • Processes purchase orders and supply orders; verifies deliveries • Verifies inventory and supplies reports on request • Completes Time & Leave calculations and keeps up-to-date records • Assists supervisors in specialized office functions, e.g., fingerprinting, I-9, reference and background checking, unemployment insurance • Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records • Receives mail for the office and distributes it among the proper persons; may sort mail per instructions • Prepare the office mailing within or outside, arranging special mail services when authorized • Duplicates, collates and distributes materials • Coordinates the work of others to produce and distribute materials; confers with printing as needed • Assists in preparing and distributing materials such as events and program training, marketing. • Assists in registration or assigned; when authorized, processes drop/add and over tally requests for course registration • Performs routine upkeep of office machines, e.g., photocopier, printers, • May serve as secretary to an executive or to a small group of professional, managerial, or technical personnel • Organize sand coordinates the workload of a moderately complex office • Initiates administrative procedures on behalf of the department • Administers a specialized area, requiring unique training and/or experience within a large office • Prepares and compiles complex reports, including simple research and analysis • With approval, makes improvements to department forms • Develops record-keeping systems • Trains office employees and others (as directed) in routine office duties, rules, procedures, etc • Orally expressing ideas and communicating information so that others will understand • The incumbents of this position often work as members of a team and are accountable to other members of the team Salary: $25,000 - $35,000 Part Time and will grow to Full Time Send us your resume today, we would love to hear from you.