Office Assistant
GovernmentJobs.com, Pueblo, CO, United States
Office Assistant
The Office Assistant is a non-exempt, entry-level position that provides administrative support to various City Departments. Under immediate supervision, the employee acquires the necessary skills and abilities needed to promote to higher level positions as departmental technicians, Senior Office Assistants and/or Administrative Technicians. Strong clerical skills, including computer usage, phone etiquette, filing, office equipment operation, and communication skills are required. This job description is an overview and is intended to describe the general nature and level of work being performed. It's not intended to be an exhaustive list of all the functions and tasks required of the position.
Essential Functions:
Reception / front counter responsibilities which may include the use of a computerized cash register, explaining departmental procedures to citizens, accepting documentation such as applications, and directing citizens to the proper department for the required services
Uses a computer system and necessary software to perform accurate preparation of memorandums, letters, reports, and other correspondence; enters data into spreadsheets and databases; and queries for information. Scans and archives departmental documentation for record retention purposes
Answers a multi-line telephone system, screens and directs calls to the appropriate party, and takes complete and accurate messages
Learns, interprets, and explains City of Pueblo and departmental policies, procedures, and general practices
Retrieves information from various locations and sources when needed
Assists in the development and maintenance of the department filing system to ensure timely filing of important information, using the appropriate office equipment, computer software, and practices
Important Functions:
Assists the higher-level clerical staff with routine clerical tasks as requested
May be required to drive depending on the assigned department
May collect fines, fees and other monetary payments associated with departmental workflow
Performs duties of similar classifications of an equal or lower pay grade as required
May process property and evidence taken in by officers in a timely manner depending on the assigned department
Physical Requirements:
The physical attributes an employee must have in order to perform the essential job duties with or without a reasonable accommodation include: Must have ability to lift and move files and supplies weighing up to 45 pounds. Work is sedentary and done in a seated position, but requires frequent moving about, standing, bending, kneeling, reaching, or stooping to perform filing. Position requires the ability to input large amounts of data using repetitive motion on a frequent and prolonged basis. The incumbent must be able to hear all communication from customers and employees by telephone or in person, and use vision to work with written documents, forms, and to respond to employees and customers.
Knowledge, Skills, and Abilities:
Skill at performing routine clerical functions, such as computerized preparation of correspondence, filing, operation of all office equipment, and ordering of supplies through a computerized system;
Skill to perform data entry at moderate speeds, and use a computerized system to query for information;
Skill to operate a computer and its software programs to work with electronic word documents, spreadsheets, and/or databases;
Skill to operate a telephone system with multiple lines, while taking complete and accurate messages;
Skill to operate a scanner to upload and archive departmental documents;
Ability to count and return change to a customer from a financial transaction;
Ability to work successfully with and provide good customer service to supervisors, other City employees, the public and other agencies and organizations;
Knowledge of grammatically correct English, sufficient to perform the essential functions of this position;
Ability to learn departmental policies, practices, techniques, and methods in order to perform the essential functions;
Knowledge of customer service principles and practices;
Skill to foster an environment that embraces diversity, integrity, trust and respect by being empathetic, caring, patient, enthusiastic, polite and professional; and
Ability to perform all the job duties in a safe manner
Minimum Qualifications:
A high school diploma, GED, or higher education;
A valid driver's license at the time of application, and a valid Colorado driver's license within 30 days of employment License restrictions that may hinder your ability to drive on City business, such as an interlock, will be cause for disqualification During the course of employment, a valid license must be maintained, and the employee must notify the City immediately upon changes to the status of their license and;
At least one (1) year of successful demonstrated experience in a fast-paced customer service work environment using computers and computer-related equipment and includes multi-tasking, significant public contact, and multi-line telephone communications.
Benefits:
The City of Pueblo offers a very rich benefits packet! Click on the "Benefits" hyperlink at the top of this (online) job posting to view a summary of the benefits associated with this position. For a more comprehensive view on the lush benefits offered by the City, please go to www.pueblo.us/benefits .
The Office Assistant is a non-exempt, entry-level position that provides administrative support to various City Departments. Under immediate supervision, the employee acquires the necessary skills and abilities needed to promote to higher level positions as departmental technicians, Senior Office Assistants and/or Administrative Technicians. Strong clerical skills, including computer usage, phone etiquette, filing, office equipment operation, and communication skills are required. This job description is an overview and is intended to describe the general nature and level of work being performed. It's not intended to be an exhaustive list of all the functions and tasks required of the position.
Essential Functions:
Reception / front counter responsibilities which may include the use of a computerized cash register, explaining departmental procedures to citizens, accepting documentation such as applications, and directing citizens to the proper department for the required services
Uses a computer system and necessary software to perform accurate preparation of memorandums, letters, reports, and other correspondence; enters data into spreadsheets and databases; and queries for information. Scans and archives departmental documentation for record retention purposes
Answers a multi-line telephone system, screens and directs calls to the appropriate party, and takes complete and accurate messages
Learns, interprets, and explains City of Pueblo and departmental policies, procedures, and general practices
Retrieves information from various locations and sources when needed
Assists in the development and maintenance of the department filing system to ensure timely filing of important information, using the appropriate office equipment, computer software, and practices
Important Functions:
Assists the higher-level clerical staff with routine clerical tasks as requested
May be required to drive depending on the assigned department
May collect fines, fees and other monetary payments associated with departmental workflow
Performs duties of similar classifications of an equal or lower pay grade as required
May process property and evidence taken in by officers in a timely manner depending on the assigned department
Physical Requirements:
The physical attributes an employee must have in order to perform the essential job duties with or without a reasonable accommodation include: Must have ability to lift and move files and supplies weighing up to 45 pounds. Work is sedentary and done in a seated position, but requires frequent moving about, standing, bending, kneeling, reaching, or stooping to perform filing. Position requires the ability to input large amounts of data using repetitive motion on a frequent and prolonged basis. The incumbent must be able to hear all communication from customers and employees by telephone or in person, and use vision to work with written documents, forms, and to respond to employees and customers.
Knowledge, Skills, and Abilities:
Skill at performing routine clerical functions, such as computerized preparation of correspondence, filing, operation of all office equipment, and ordering of supplies through a computerized system;
Skill to perform data entry at moderate speeds, and use a computerized system to query for information;
Skill to operate a computer and its software programs to work with electronic word documents, spreadsheets, and/or databases;
Skill to operate a telephone system with multiple lines, while taking complete and accurate messages;
Skill to operate a scanner to upload and archive departmental documents;
Ability to count and return change to a customer from a financial transaction;
Ability to work successfully with and provide good customer service to supervisors, other City employees, the public and other agencies and organizations;
Knowledge of grammatically correct English, sufficient to perform the essential functions of this position;
Ability to learn departmental policies, practices, techniques, and methods in order to perform the essential functions;
Knowledge of customer service principles and practices;
Skill to foster an environment that embraces diversity, integrity, trust and respect by being empathetic, caring, patient, enthusiastic, polite and professional; and
Ability to perform all the job duties in a safe manner
Minimum Qualifications:
A high school diploma, GED, or higher education;
A valid driver's license at the time of application, and a valid Colorado driver's license within 30 days of employment License restrictions that may hinder your ability to drive on City business, such as an interlock, will be cause for disqualification During the course of employment, a valid license must be maintained, and the employee must notify the City immediately upon changes to the status of their license and;
At least one (1) year of successful demonstrated experience in a fast-paced customer service work environment using computers and computer-related equipment and includes multi-tasking, significant public contact, and multi-line telephone communications.
Benefits:
The City of Pueblo offers a very rich benefits packet! Click on the "Benefits" hyperlink at the top of this (online) job posting to view a summary of the benefits associated with this position. For a more comprehensive view on the lush benefits offered by the City, please go to www.pueblo.us/benefits .