Office Assistant II

City of Santa Fe Springs; Bismarck (ND); On-site; USD 42,000 - 52,000; Full time

Job summary

City Of Bismarck seeks an administrative support specialist to assist the Finance Department with correspondence, scheduling, and records management. You will support public inquiries, process applications, and help with agendas and minutes.

The role requires basic math and strong computer skills, plus experience in an office environment. Candidates should be proficient with MS Office and office equipment.

Qualifications

• Ability to read, write and perform basic mathematics at a level commonly associated with high school or equivalent.
• Experience or training equal to apprenticeship/internship or 1-2 years in a similar position.

Responsibilities

• Provides support to the Finance Department; prepares correspondence; schedules meetings; takes messages; prepares minutes and reports.
• Assists in the preparation of Finance Department agenda memos for City Commission.
• Assists the general public in completing applications; reviews for accuracy and completeness; processes applications as required.
• Performs batch scanning of documents into document retention system.
• Enters purchase orders for departmental invoices; reconciles credit card purchases; prepares inter-office billings.

Skills

Customer service

Prioritizing and organizing work

Oral and written communication

Phone and visitor assistance

Education

High school diploma or equivalent

Apprenticeship/internship or 1-2 years related experience

Tools

Microsoft Office

Office equipment (scanner, fax, copier)

Job description

Job Description

This position is responsible for providing administrative support for the operations of the department.

This position is responsible for providing administrative support for the operations of the department.

Examples of Duties

• Provides support to the Finance Department; prepares correspondence; schedules meetings; takes messages; prepares minutes and reports.
• Assists in the preparation of Finance Department agenda memos for City Commission.
• Assists the general public in the completion of a variety of applicants; reviews applications for accuracy and completeness; processes applications as required.
• Performs batch scanning of documents into document retention system.
• Enters purchase orders for departmental invoices; reconciles credit card purchases and prepares inter-office billings.
• Processes and distributes incoming mail; prepares mail and email mass mailings.
• Coordinates the publication of legal documents and provides documentation for special assessments.
• Receives and processes payments for special assessments.
• Maintains office supply inventory; solicits quotes and reorders as needed.
• Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
• Enters data related to the transfer of deeds; assists Appraisers in producing Commercial Sales Sheets; retrieves and exports data from the CAMA database.
• Identifies property by legal description and parcel address.
• Prepares copies of plat maps for customers.
• Edits and prints reports and correspondence.
• Schedules interviews and documentation for new employees.
• Makes employee travel accommodations.
• Updates webpage.
• Creates fillable forms and documents.
• Maintains office files and records.
• Performs related duties to assist Assessing, Fiscal Services, and Information Technology Divisions.

Minimum Qualifications

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Supplemental Information

• Applicants must be currently authorized to work in the United States on a full-time basis. City of Bismarck does not provide visa sponsorship for this position.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs, including Microsoft Office products.
• Knowledge of records management principles.
• Knowledge of customer service principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Knowledge of North Dakota Century Code property tax exemption guidelines.
• Skill in oral and written communication.

City Of Bismarck Benefits Summary

01

Do you have a high school diploma or equivalent?

• Yes
• No

02

Do you have an associate degree?

• Yes
• No

03

How many years of experience do you have working in customer service?

• None
• 1 year
• 2-4 years
• 5 years or more

04

How many years of experience do you have working with computers and Microsoft Office products?

• None
• 1 year
• 2-4 years
• 5 years or more

05

How many years of experience do you have working in an office environment providing support to staff, peers, and superiors?

• None
• 1 year
• 2-4 years
• 5 years or more

06

How many years of experience do you have working with legal descriptions?

• None
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years or more

07

How many years of experience do you have working with GIS maps?

• None
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years or more
• Required Question