Office Assistant II - P/T

General Statement of Job

Performs difficult clerical work undertaking a variety of typing, filing, and related tasks in a municipal office; does related work as required. Work is performed under regular supervision.

Essential Functions

• Checks forms, records, reports, applications, and other materials for accuracy, completeness, and conformity with established procedures;
• Serves as office receptionist, answers telephone inquiries about routine procedures and policies, relays and dispatches messages as required;
• Assists members of the public, employees, and/or applicants with questions and requests for information either in person, over the phone or via electronic communication;
• Types letters, invoices, reports, statistical reports, and other material from rough drafts, marginal notes, or verbal instructions;
• Enters and updates information, and generates standard reports using computer software applications:
• Maintains files, reviews digitized documents for accurate filing, and assembles information from various sources for records and reports;
• Maintains inventories and mailing lists, orders supplies, and various other records
• Composes routine correspondence; prepares a variety of routine reports;
• Operates standard office machines, word processing, and data entry equipment;
• Makes copies of materials and assembles same for inclusion in reports, documents, agendas, etc.

Knowledge, Skills and Abilities

Knowledge of:

• Standard office practices, procedures, equipment, and executive assistant best practices
• Professional verbal and written communication skills
• Developing internal processes and filing systems

Skilled in:

• Microsoft Office suite, with a working knowledge of Microsoft Excel, Microsoft Word and Outlook.
• Use of computers and software applications to a moderate degree of proficiency.
• Organization and time management.
• Arithmetical calculations and file alphabetically
• Using an electronic content management filing system (Laserfiche or similar).

Ability to:

• Serve the public and interact with fellow employees with honesty, integrity, and respect
• Follow written and verbal instructions.
• Work under pressure of deadlines and with minimal direction/supervision
• Manage multiple projects, deadlines, and responsibilities simultaneously.
• Establish and maintain effective working relationships with associates and the general public.
• Work with sensitive information and maintain confidentiality.

Minimum and Preferred Qualifications

• High school degree or equivalent required.
• Two (2) years of clerical or administrative experience required

PREFERRED QUALIFICATIONS:

• Experience with an electronic content management filing system (Laserfiche or similar) strongly preferred.
• Record management experience in public and/or municipal entity, and/or protected personnel information preferred.
• Knowledge of Microsoft Office applications preferred.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification
• Motor Vehicles Report (MVR) Check
• Workers' Compensation
• Educational Verification
• Credit Check
• Fingerprinting
• Polygraph
• Neighborhood Check
• Drug and Alcohol Screen

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.