Office Assistant II

Job Title

This position is responsible for providing administrative support for the operations of the department.

• Provides support to the Finance Department; prepares correspondence; schedules meetings; takes messages; prepares minutes and reports.
• Assists in the preparation of Finance Department agenda memos for City Commission.
• Assists the general public in the completion of a variety of applicants; reviews applications for accuracy and completeness; processes applications as required.
• Performs batch scanning of documents into document retention system.
• Enters purchase orders for departmental invoices; reconciles credit card purchases and prepares inter-office billings.
• Processes and distributes incoming mail; prepares mail and email mass mailings.
• Coordinates the publication of legal documents and provides documentation for special assessments.
• Receives and processes payments for special assessments.
• Maintains office supply inventory; solicits quotes and reorders as needed.
• Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
• Enters data related to the transfer of deeds; assists Appraisers in producing Commercial Sales Sheets; retrieves and exports data from the CAMA database.
• Identifies property by legal description and parcel address.
• Prepares copies of plat maps for customers.
• Edits and prints reports and correspondence.
• Schedules interviews and documentation for new employees.
• Makes employee travel accommodations.
• Updates webpage.
• Creates fillable forms and documents.
• Maintains office files and records.
• Performs related duties to assist Assessing, Fiscal Services, and Information Technology Divisions.

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

• Applicants must be currently authorized to work in the United States on a full-time basis. City of Bismarck does not provide visa sponsorship for this position.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs, including Microsoft Office products.
• Knowledge of records management principles.
• Knowledge of customer service principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Knowledge of North Dakota Century Code property tax exemption guidelines.
• Skill in oral and written communication.