Office Assistant - Part-Time

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.

This position is part-time with scheduled hours up to twenty-four (24) hours per week. Hours will generally be worked Monday through Friday between 7am-5pm.

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 Of

Knowledge, Skills and Abilities

• 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.

City Of Boca Raton - Benefits Summary

Part-Time Employees

ELIGIBILITY REQUIREMENTS: To be eligible to receive Paid Leave and to contribute to the 457 Deferred Compensation Plan, a part-time employee must have worked at least 1,040 hours in the prior fiscal year

PAID LEAVE: Employees who work a minimum of 1,040 hours per fiscal year will receive twelve (12) hours of Paid Leave on October 1st. This Paid Leave shall be used no later than September 30th of that fiscal year or it will be forfeited. These hours may not accumulate and may only be granted with the approval of the employee's supervisor. This paid leave has no cash value at separation of employment.

MISSION SQUARE 457 DEFERRED COMPENSATION PLAN: Employees who work a minimum of 1,040 hours per fiscal year will be allowed to participate in the 457 Deferred Compensation Plan. The City will not provide any matching funds.

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No
  
  

02

What is the highest level of education that you have completed? NOTE: Proof of education is a required condition of employment.

• Less than High School
• High School Diploma or GED
• Trade or Vocational School
• Associates Degree or 60 credits of college courses
• Bachelors Degree
• Masters Degree
• Doctoral Degree
  
  

03

Have you attached proof (diploma or degree or unofficial transcripts) of highest education completed with your application? Failure to do so may result in your application being marked as incomplete and removed from consideration.

• Yes
• No
  
  

04

How many years of experience do you have in clerical or administrative functions?

• I have no experience
• 1 year but less than 2 years
• 2-3 years
• 3 years or more
  
  

05

Do you possess and maintain a valid Florida driver's license - or are you able to obtain within thirty (30) days of hire?

• Yes, I have a valid Florida driver's license
• No, I do not have a Florida driver's license but can obtain within thirty (30) days of hire
• No, I do not have a Florida driver's license and cannot obtain within thirty (30) days of hire
  
  

06

Do you have experience with an electronic content management filing system such as Laserfische?

• Yes
• No
  
  

07

Do you have experience in record management in public and/or municipal entity, and/or protected personnel information?

• Yes
• No
  
  

08

The position requires the selected candidate to work during the normal work week which is Monday through Friday between 7am-5pm. The schedule will be worked out upon hire and may be flexible. Please confirm you are available during this time frame by indicating yes or no below.

• Yes
• No
  
  

09

The City's hiring process for position within the police department will include an extensive background check that is job-related and consistent with business necessity. This can include a drug and alcohol test, medical examination, polygraph, psychological exam, SSN Trace, Criminal search, Sex Offender Registry search, Global Homeland Security Watchlist search, employment verification, neighborhood check, fingerprinting, reference checks, and a Driving History Report. Any discrepancies between the information provided within this application, and the results of the background will be considered untruthful and will be cause for immediate disqualification. Do you understand the requirements and affirm that the answers contained in this application and questionnaire are honest and correct?

• Yes
• No
  
  

10

I acknowledge that if hired for this position, I shall not have any tattoo that is visible to the naked eye while on-duty or while wearing Department uniforms. A tattoo that can be covered by a long-sleeve shirt / uniform shirt is acceptable. Please note, tattoos on the head, neck, face, and hands are prohibited.

• Yes
• No
• Required Question