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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
EDUCATION:
High school diploma or GED.
EXPERIENCE:
Three (3) years general office administration experience.
EQUIVALENCY(IES):
An associate’s degree (or higher) in any field plus one (1) year of the required experience will meet the education and experience requirements.
OTHER REQUIREMENT(S):
Must pass an intensive background investigation and drug test.
No FELONY or Class A MISDEMEANOR convictions.
No Class B MISDEMEANOR convictions within the last ten (10) years.
No family violence convictions.
Cannot currently be on deferred adjudication for any FELONY, Class A or Class B MISDEMEANOR.
PREFERENCE(S):
Spanish/English bilingual skills are a plus.
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.
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
Disclosures
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.
