What are the responsibilities and job description for the P/T HR Clerical Assistant II position at City of Coral Gables?
Summary
Performs clerical work according to established departmental procedures. Responsible filing, answering incoming calls and customer service duties. Responsibilities may include assisting the public or city employees with inquiries in the reception area. Performs data entry, and records maintenance. Work is assigned and reviewed under the general guidance of a supervisor.
Job Duties and Responsibilities
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Performs basic clerical duties to include scanning of documents for filing electronically, answering telephones, maintaining logs, making copies, assembling materials, and preparing labels for mailings and entering basic data into a computer. Operates fax machine, copier, scanner and computer. Processes incoming public records requests.
Greets visitors entering the department and direct them accordingly.
Answers incoming calls in a courteous, professional manner. Screen and direct incoming phone calls to the appropriate personnel, deal with inquiries and takes message.
Receives and distributes mail, packages and faxes, etc.
Sort, organize and maintain office records accurately. Check all incoming material, categorize either on the basis of content or alphabetically and digitize documentation when necessary to store in electronic personnel filing system.
Perform electronic document filing process always ensuring their availability.
Manage document structuring to ensure easy finding and retrieval when required. Manage all user requests related to document positioning, finding and retrieval. Handle all enquiries related to paperwork/documents.
Assist with public records requests.
Inspect the filing section periodically to ensure records are categorized properly and are being maintained and filed in the corresponding personnel and/or background files.
Assists public and other departments by, acquiring information, providing general assistance, and general information regarding city services, refers other questions to appropriate personnel.
Assist as a back-up to the front desk personnel with answering phones.
Provides support to all divisions and performs other related tasks for the department as required.
Performs other related tasks as required.
Qualifications
High School Diploma or equivalent.
Minimum one (1) year of relevant clerical experience is preferred.
A comparable amount of training or experience may be substituted for the minimum qualifications.
PART-TIME (15-24 Hours):
SICK LEAVE: 4 days per year. Employees may convert to annual leave 15 hours if more than 2 days have been accrued and unused during the fiscal year.
HOLIDAYS: 13 holidays (If scheduled to work, plus 1 floating day).
BEREAVEMENT: 3 Days for the death of an immediate family member (Parent, spouse, or child) and 2 days for any other immediate family member.
ADMINISTRATIVE SICK LEAVE: Employees who have not used sick leave, leave without pay, or have not lost time due to an on-the-job injury in a 6 month period are entitled to 1 day of administrative leave.
CASH PAY OUT OF VACATION: Employees may request payment of accrued/earned annual leave not to exceed 15 hours at the rate of pay in effect at the time of the request, provided such request is made no later than September 30, 2015 (or as amended every fiscal year).
MILITARY LEAVE: 30 work days every year with pay and the remainder of the period shall be without pay, unless otherwise provided by City Commission.
JURY DUTY: Time off with pay if scheduled to work.
PART-TIME (25 -29 Hours)
ANNUAL LEAVE: 8 days per year (1 day is equivalent to 5.80 hours). Leave is accrued but not able to use during first 90 days of employment.
SICK LEAVE: 8 days per year. Employees may convert to annual leave 30 hours if more than 4 days have been accrued and unused during the fiscal year.
HOLIDAYS: 13 holidays (If scheduled to work, plus 1 floating day).
BEREAVEMENT: 3 Days for the death of an immediate family member (Parent, spouse, or child) and 2 days for any other immediate family member.
ADMINISTRATIVE SICK LEAVE: Employees who have not used sick leave, leave without pay, or have not lost time due to an on-the-job injury in a 6 month period are entitled to 1 day of administrative leave.
CASH PAY OUT OF VACATION: Employees may request payment of accrued/earned annual leave not to exceed 30 hours at the rate of pay in effect at the time of the request, provided such request is made no later than September 30, 2015 (or as amended every fiscal year).
MILITARY LEAVE: 30 work days every year with pay and the remainder of the period shall be without pay, unless otherwise provided by City Commission.
JURY DUTY: Time off with pay if scheduled to work.
Salary : $23