What are the responsibilities and job description for the P/T HR Clerical Assistant II position at The City of Coral Gables?
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.