Office Assistant II (part-time)
JOB TITLE: Office Assistant II (part-time)
DEPARTMENT Parks and Recreation
DIVISION: Administrative Office
IMMEDIATE SUPERVISORS: Administrative Assistants
DIRECTION OF OTHERS: None
EDUCATION, TRAINING, AND EXPERIENCE REQUIRED: Graduation from a high school or GED equivalent with experience in general office practices such as typing, filing, accounting, human resources, and bookkeeping. Strong verbal and written communication skills essential. Experience in customer service is recommended. Skillful in use of Windows 98, Office 97, Word, Exel, Access.
NATURE OF WORK: This position was created to be an aide to the administrative assistants to help perform a variety of general secretarial, bookkeeping, and receptionist duties: and miscellaneous support tasks for the department. Also to assist administrative assistants in providing customer service for the West Hills Administration Building with frequent contact by user groups, individuals, customers, suppliers, and/or company employees.
WORK PERFORMED/AREAS OF RESPONSIBILITY:
I. Assist Administrative Assistants with any or all of the following:
A. Computer usage which may include working with Rec Ware software system for youth and adult sports, data entry of youth sports participants and compiling of teams, maintaining databases, working with youth schedules, assisting with bi-weekly preparation of accounts payable, composing of routine letters, notices, and bulletins.
B. Distribution of mail to appropriate persons within the department.
C. Maintaining filing systems.
D. Mailings including addressing and stuffing envelopes, copying, and collating.
II. Customer service to include but not be limited to: receiving the public and answering questions; completing transactions at the reception counter; referring customers to appropriate offices within the building and other buildings at West Hills; and answering telephone calls.
III. Work on special projects as directed including tee shirt sponsor project, recognition, annual reports, budgets, web site information, and other projects that may occur.
IV. All other duties as assigned.
EXTENT AND TYPE OF INTERACTION WITH PUBLIC:
I. Represents City government through direct contact with the public.
A. Answers citizen questions through daily telephone and Internet contacts.
B. Responds to citizen inquiries regarding City government in person, by telephone, and electronically.
C. Daily contact with the public.
REQUIRED LICENSES, CERTIFICATIONS, AND REGISTRATIONS:
I. Must posses a valid Minnesota driver’s license.
II. Attendance at various computer training classes.
EQUIPMENT AND TOOL OPERATION: Employee must be capable of operating a variety of office equipment relative to this position which shall include but may not be limited to: Communication equipment, PC, typewriters, scanners, copiers, fax machines, credit card machines, laminator, and calculators.
WORKING HOURS AND CONDITIONS:
I. This is a non-exempt position.
II. Generally work hours will be 12:00 noon - 5:00 p.m. Monday-Friday and occasional Saturday mornings. Exceptions can occur.
III. This position works primarily in an office environment, with little exposure to outdoor
temperature variations or environmental factors.
In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands: This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to twenty (20) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.