GENERAL DESCRIPTION
Under general supervision, to perform a variety of clerical duties in support of Traffic Services Field Operations; to maintain office administrative records, forms, and files.
SUPERVISION EXERCISED
This position exercises no supervision.
IMPORTANT AND ESSENTIAL DUTIES
Office Assistant I
Act as receptionist to receive and answer telephone and walk-in requests from the public for information concerning City policies, procedures, and activities.
Prepare routine reports. Review, draft, and provide answers to inquiries and correspondence not requiring consultation of the division manager.
Perform technical duties, filing, screening calls and visitors, and processing of mail. Order and stock office supplies.
Office Assistant II
Prepare routine and special reports, maps and documents. Maintain files and review documents to ensure completeness and accuracy.
Process vouchers and check requests, purchase requisitions and purchase orders as well as other pertinent paperwork.
Prepare notices and assemble, organize, and tabulate information for completeness and accuracy.
Office Assistant III
Review and draft correspondence without oversight of the manager.
Assemble, organize, and tabulate statistical and budget data.
Interpret construction files and documents.
OTHER JOB RELATED DUTIES
Perform other job related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Proper English grammar, spelling, punctuation, and arithmetic.
Office equipment, filing systems, and office procedures.
Skill to:
Type at a speed necessary for successful job performance.
Operate office equipment including computer equipment.
Use computer software including MS-Office and Google Suite.
Ability to:
Maintain records and files.
Multi-task to efficiently complete job duties.
Assemble, organize data, and prepare reports.
Interact courteously and tactfully with the public.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Office Assistant I
Experience:
One (1) year of general clerical experience is preferred.
Education/Training:
A high school diploma or GED is required.
License or Certificate:
A valid Texas driver’s license; the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.
Office Assistant II
Experience:
Two (2) years of general clerical or administrative experience is required.
Education/Training:
A high school diploma or GED is required.
License or Certificate:
A valid Texas driver’s license; the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.
Office Assistant III
Experience:
Four (4) years of administrative experience including six (6) months under the supervision of a higher-level manager is required.
Education/Training:
A high school diploma or GED is required.
Office management or business management courses are preferred.
License or Certificate:
A valid Texas driver’s license; the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.
Special Requirements:
Ability to work in a standard office environment.
Essential duties require the following physical skills and work environment:
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
___ Sedentary – lifting of no more than 10 pounds
___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (< 10% of the time)
Code / Task
_I_ Standing
_M_ Sitting
_I_ Walking
_I_ Lifting
_I_ Carrying
_I_ Pushing/Pulling
_N_ Overhead Work
_M_ Fine Dexterity
_I_ Kneeling
_I_ Crouching
_N_ Crawling
_I_ Bending
_I_ Twisting
_N_ Climbing
_I_ Balancing
_E_ Vision
_E_ Hearing
_E_ Talking
___ Other: _____________________