Office Assistant- Utilities

Job Description

Essential Job Duties

• Performs various administrative support duties, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; making photocopies; performing data entry; faxing documents; requisitioning supplies; monitoring and restocking office supplies and materials; following up on orders and deliveries; word processing; and/or other related activities.
• Processes, receives, sorts and distributes a variety of correspondence, deliveries and mail.
• Responds to requests for information from the general public and/or other interested parties: answers routine questions and directs customers to appropriate locations.
• Files documents alphabetically, numerically or by other prescribed methods.
• Monitors and restocks office supplies as needed. Places orders for office supplies.
• Assists with preparing and reconciling a variety of basic documents and reports in assigned area of responsibility such as invoices, vouchers, payments for services and/or supplies, CIP tracking, CRM requests.
• Assists in scheduling meetings.
• Performs other duties as required.

Minimum Qualifications

• Completion of high school or equivalent AND one year of general office experience.
• Proficient and experienced with Word, Excel, Outlook, and other database software.
• First Aid/CPR Certificate or obtain within 90 days of employment or as scheduled by the City
• Must pass Level 4 of each of the 3 ACT/Work Keys – National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) OR provide passing certificates within the last 5 years OR current employees of the City of Longview must have passed the City of Longview Clerical Exam OR NCRC prior to original hiring.

Ideal Candidate Information

• Good interpersonal and customer service skills to courteously deal with and to establish and maintain effective working relationships with co-workers, other City employees, vendors, local agencies and providers, and the general public.
• Work in a multi-task environment, be detailed-oriented, able to organize duties and set priorities to meet deadlines.
• Initiative to take action and be self-motivated. Work well independently as well as in a team or cooperative setting.
• Communicate in a professional business-like manner, both orally and in writing. Portray a professional image and attitude.
• Knowledge of modern office administration.
• Able to exercise discretion over sensitive and confidential issues related to the department and its business.
• Develop and maintain a general understanding of information that relates to the functions and services of the departments.
• Composing a variety of business correspondence;
• Scheduling and coordinating special events and meetings;
• The ability to handle job stress and interact effectively with others in the workplace.

The City provides a comprehensive benefits package that is predominantly employer-paid for full family coverage, which includes medical, dental, vision, employee assistance program, long-term disability insurance, and basic life insurance with buy-up options for the employee, employee’s spouse and dependents. All employees are required to participate in the Washington State Department of Retirement Systems programs and have the option to participate in a 457 deferred compensation program. Other benefits include generous paid leave such as vacation, holidays, and sick leave, and voluntary participation in a tax-deferred medical or dependent 125 plans.

This position is represented by the Employees Bargaining Association (EBA).