Office Assistant I

This entry-level administrative support position involves routine clerical tasks, including answering telephones, making appointments and referrals, typing correspondence, reports, and forms, filing, operating computer programs, and providing general customer service support. Perform clerical support for a designated supervisor or work group. Work is performed under direct supervision. Some latitude in work methods is permitted, but within well-defined guidelines and controlling precedents.

• Answers incoming calls and customer inquiries; takes messages and directs calls appropriately.
• Files records and reports, and performs other related clerical work as assigned.
• Prepares or assists in preparing documents such as letters, reports, purchase orders, and other material from copy, draft, and machine recordings; proofreads documents for accuracy and neatness.
• Receives, classifies, and routes incoming and outgoing mail.
• Operates computer, calculator, copier, postage meter, fax machine, and/or other office equipment.
• Conducts inventory of office supplies and replenishes through ordering and direct purchasing.
• Arranges for meetings and conferences and may take notes.
• Develops, maintains, and posts organizational files and records, and performs follow-up activities related to them.
• Coordinates some office functions with other City departments.
• Prepares records and reports, and maintains confidentiality of sensitive information.
• May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements. 
• May be required to work overtime, or alternate hours, as necessary for the efficient operation of the department.  
• Position is designated as Mission Critical.

• High school diploma from an accredited school or a GED. 
• One year of directly related clerical experience.

SPECIAL REQUIREMENTS

• May be required to possess and maintain a valid driver’s license.  
• Must possess and maintain a valid contact number. 
• May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire.

KNOWLEDGE

• Knowledge of office procedures and methods.
• Knowledge of business English, grammar, punctuation, spelling, and document styles.
• Knowledge of basic arithmetic (addition, subtraction, multiplication, division, decimals).
• Knowledge of filing systems (electronic and hardcopy) and the ability to establish appropriate and efficient filing systems.

SKILLS

• Skill in the operation of personal computers and other office machines.

ABILITIES

• Ability to establish and maintain effective working relationships with supervisors, co-workers, other City employees, and the general public.
• Ability to communicate effectively verbally and in writing and to request clarification when needed.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

• The job requires mostly sedentary work with some walking or standing, exerting up to 10 pounds of force regularly, and routine keyboard operations.
• The job may require reaching, bending, and stooping when filing or operating office equipment.
• The job may risk exposure to dust, pollen, and loud noises.
• The job requires normal visual acuity, field of vision, hearing, speaking, color perception, and depth perception.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed.

THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE.

Salary : $18 - $26