Office Assistant; Public Works - Roadways

Under immediate supervision, performs clerical work in support of a City department, to include providing customer service and processing data. Work involves creating and reviewing documentation, scanning documents, compiling records, entering data into computer, answering telephone calls & two-way radio, providing information, typing and processing documentation, filing records, and performing related customer service tasks.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

• Provides clerical support to the Department; processes a variety of documentation associated with department/division operations within designated time frames and per established procedures.
• Performs customer service functions in person, by telephone, by mail, and/or by e-mail; provides information/assistance regarding department services, procedures, fees, or other issues; responds to inquiries from the public; assists stakeholders in researching information; explains policies and procedures; responds to routine questions or complaints; researches problems, gathers information, and refers issues to appropriate individuals/officials.
• Receives, sorts, and distributes mail to the appropriate party; runs mail using mail processor; runs mail report daily.
• Operates a personal computer, printer, scanner, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, email, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; performs log‑on and log‑off of computer equipment and software programs used by the general public.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• May enter and merge data in computer to create record change forms; prints and compiles record change forms as required; collates, files, and maintains record change forms.
• Monitors inventory of office supplies; advises appropriate staff when new supplies are needed; stocks office copy paper and cleans supply cabinets as needed; may order office supplies as needed.
• Types, prepares, and/or completes various forms, reports, correspondence, record change forms, take‑off sheets, production reports, or other documents.
• Researches and compiles various statistical or administrative data; conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed; researches and conducts special projects as assigned.
• Performs general clerical tasks, which may include copying documentation, sending/receiving faxes, sending/receiving e‑mail messages, sorting and distributing mail, or preparing outgoing mail.
• Creates and produces department‑specific guides, brochures, forms, and related documents.
• Performs notarization of documents as needed.
• Provides assistance to other employees or departments as needed.
• Communicates with supervisor, employees, other departments, taxpayers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• May receive various forms, reports, correspondence, property record cards, deeds, deed receipts, record change forms, address change forms, sales index reports, deed books, historical assessments, plats, surveys, tax maps, street/subdivision indexes, policies, procedures, manuals, directories, reference materials, or other…