Part-Time Office Assistant

Summary

Performs a variety of clerical and secretarial duties of average difficulty.

• Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes; utilize a variety of computer software to produce documents which may include or incorporate text, tables, and graphics;
• Take and transcribe minutes from various meetings;
• Greet visitors by phone and in person, ascertain nature of business, provide assistance or referral, provide information;
• Schedule appointments and maintain a calendar;
• Open, review, and route mail;
• Arrange meetings by compiling agendas and support materials, distributing materials, and providing set‑up of meeting rooms. Post meeting notice if legally required;
• Maintain department files and records; compile information from records and prepare reports;
• Review and proofread correspondence, memos, and reports to ensure accuracy and correctness;
• May perform higher‑level duties for training purposes and to perform duties on a substitute basis;
• Performs related duties as directed.

Completion of a high school diploma or the equivalent with an additional one to three years of secretarial experience; or any combination of relevant education and experience which provides the following:

• Office practices and procedures;
• Computer principles and procedures;
• Proper public contact and telephone etiquette.

• Possess word processing, typing, or data entry skills;
• Spell and use correct grammar;
• Transcribe material from a dicta phone;
• Communicate effectively with others;
• Prepare and maintain accurate records;
• Perform computer/word processing functions.

• Occasionally stand, walk, kneel and bend during the shift;
• Push and pull objects;
• Occasionally flex upper trunk forward, partial flexing of knees;
• Occasionally rotate upper trunk to the right or left while sitting or standing;
• Place arms above, at or below shoulder height.

Part‑time employees who have at least six (6) months continuous employment may be paid for all holidays except the Veterans Day floating holiday. Part‑time employees are not eligible for the Veteran’s Day floating holiday because City offices are not closed on that day. The number of hours granted these employees as holiday pay is based on the average number of hours normally worked in a day.

City designates the following dates as holidays to be observed with pay:

• New Year’s Day – January 1
• Martin Luther King Day – Third Monday in January
• Good Friday – Friday before Easter
• Memorial Day – Last Monday in May
• Independence Day – July 4
• Labor Day – First Monday of September
• Veterans Day – November 11 (Floating Holiday)
• Thanksgiving Day – Fourth Thursday in November
• Friday after Thanksgiving (Fourth Friday in November)
• Christmas Eve – December 24
• Christmas Day – December 25