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Job Summary

Job Description
 

Overview

The Office Assistant I performs entry to intermediate 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.

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.

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.

Knowledge and Skills

1 Knowledge of correct grammar, spelling, and punctuation.

2 Ability to operate a computer with accuracy.

3 Ability to attend to routine tasks and check paperwork for accuracy and errors.

4 Ability to use office machines including computer, copier, fax machine.

5 Ability to maintain records journals and files.

6 Ability to write, clear and accurate reports.

7 Ability to deal tactfully and courteously with the public and other city employees.

8 Ability to handle difficult and unusual situations.

9 Ability to use a computer.

10 Communicating effectively verbally and in writing.

11 Establishing and maintaining strong working relationships.

Experience

1 year performing office work, cashiering, or other customer service related work.

Licenses and Certifications

None

Education

High School Diploma, GED

Salary Range

 

The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.

City of Dallas is an Equal Opportunity Employer.