Office Assistant

• Answers the main telephone line and directs incoming calls to the appropriate personnel; takes and relays messages as necessary.
• Greets and assists clients and visitors; provides routine information or directs them to the appropriate department or staff member.
• Performs routine office tasks such as data entry, filing, typing letters, forms, and correspondence, photocopying, and faxing.
• Schedules client interviews, appointments, or inspections as needed.
• Sorts and files office materials; verifies the accuracy and completeness of records and documents.
• Maintains and updates departmental records, logs, and databases in accordance with established procedures.
• Processes incoming and outgoing mail; prepares service requests and documents for distribution.
• Assists with ordering, receiving, and maintaining inventory of office supplies.
• Supports special projects and performs other administrative duties as assigned by the supervisor.

• Proven experience in clerical or administrative support roles, preferably within a public service or office environment.
• Strong communication skills, both verbal and written, with a friendly and professional demeanor.
• Exceptional organizational abilities and attention to detail.
• Ability to manage multiple tasks efficiently and prioritize workload effectively.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
• Comfort working in a fast-paced, open office setting with frequent interaction with the public and team members.
• Commitment to maintaining confidentiality and handling sensitive information with discretion.
• Positive attitude, reliability, and a strong work ethic.

EXPERIENCE REQUIREMENT:

In addition to satisfying the vocational/education standards, this class requires a minimum of six months of full-time equivalent experience in administrative support.

SPECIAL CERTIFICATIONS AND LICENSES:

Require valid driver’s license and driving record in compliance with City Driving Standards.

SPECIAL REQUIREMENTS:
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Emergency operations support work and work locations may be outside of normal job duties.

• Preferred a minimum of one year of call center or office administration experience.
• Thorough knowledge of current business practices and protocols involved in providing services and quality customer services to internal/external customers.
• Proficiency with Microsoft Office program preferred
• Demonstrated ability to communicate effectively verbally.
• Significant attention to detail and strong organizational and follow-up skills, with the ability to prioritize and meet deadlines.