Office Assistant II - Dallas Fire (Civil Service)

City of Dallas; Dallas (TX); On-site; USD 30,000 - 31,000; Full time

Job summary

City of Dallas is seeking an Office Assistant to perform intermediate to advanced clerical tasks and resolve citizen complaints. The role may involve leading and training other staff.

The position requires strong organization, accuracy, and the ability to handle multiple tasks. Salary is competitive and benefits are included. Some roles may require flexibility for varying shifts and background checks.

Qualifications

• There is an online exam for this position.
• High school diploma or GED.
• One (1) year general office administration experience.
• An associate degree (or higher) in any field will meet the education and experience requirements.
• Some positions may require availability for varying shifts including nights and weekends. Some positions may require a criminal background check. Must pass an intensive background investigation and drug test. No FELONY or Class A MISDEMEANOR convictions. No Class B MISDEMEANOR convictions within the last ten (10) years. No family violence convictions. Cannot currently be on deferred adjudication for any FELONY, Class A or Class B MISDEMEANOR.

Responsibilities

• Performs a variety of office support duties including completing forms, maintaining logs, collecting money, preparing cash reports, and organizing data to facilitate routine paperwork processing.
• Performs receptionist activities and communicates with citizens, employees, agencies, city departments, and vendors to provide information and direction.
• Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.
• Prepares, reviews, and proofreads correspondence, memos and reports to be signed by the supervisor to ensure accuracy; reviews, edits, and updates information and documents as needed.
• Performs a wide variety of office activities such as processing payment invoices, maintaining filing systems, tracking deadlines, attending meetings and taking minutes, making travel arrangements, processing mail, preparing payroll, handling petty cash and data entry.
• Maintains daily report of activities performed and providing customer service through telephone; researches citizen complaints and amount of payment to ensure charges are accurate; makes various cash refunds according to department policies and procedures.
• Sorts, orders, and distributes all incoming inter-office and U.S. mail and processes all outgoing mail; picks up and/or delivers inter-office and outgoing mail at different city locations.
• Performs any and all other work as needed or assigned.

Skills

Grammar

Computer skills

Data entry

Office machines

Record keeping

Reporting

Verbal communication

Public interaction

Relationship building

Problem solving

Education

High school diploma or GED

Tools

Microsoft Office

Copier

Fax machine

Office software

Job description

Dallas is Growing. Grow With Us.

Looking for more than just a job? The City of Dallas offers careers with purpose. With competitive benefits, growth opportunities, and a vibrant work culture, we’re committed to helping you thrive while you help our city flourish. Be part of a team that’s committed to service, innovation, and community.

Job Summary

Performs intermediate to advanced-level office functions including completion of difficult and complex clerical activities requiring judgment and independent decision-making, and resolves citizen complaints. May lead the work and train other office staff.

Essential Functions

• Performs a variety of office support duties including completing forms, maintaining logs, collecting money, preparing cash reports, and compiling and organizing data to facilitate routine paperwork processing; supports other Office Assistants and provides expertise in challenging situations.


• Performs receptionist activities and communicates with a wide variety of people in person and by telephone including citizens, employees, agencies, other city departments, and vendors to provide information and direction; demonstrates excellent customer service skills.


• Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.


• Prepares, reviews, and proofreads correspondence, memos and reports to be signed by the supervisor to ensure accuracy; reviews, edits, and updates information and documents as needed; conducts training and development for newer Office Assistants to ensure efficiency and accuracy of work.


• Performs a wide variety of office activities such as processing payment invoices, maintaining filing systems, tracking deadlines, attending meetings and taking minutes, making travel arrangements, processing mail, preparing payroll, handling petty cash and data entry to assist with office operations.


• Maintains daily report of activities performed and providing customer service through telephone; researches citizen complaints and amount of payment to ensure charges are accurate; makes various cash refunds according to department policies and procedures.


• Sorts, orders, and distributes all incoming inter-office and U.S. mail and processes all outgoing mail; picks up and/or delivers inter-office and outgoing mail at different city locations to ensure prompt mail distribution; sorts inter-office and incoming U.S. mail; operates reproduction equipment to make copies for those requesting copy services.


• Performs any and all other work as needed or assigned.

Knowledge and Skills

• Knowledge of correct grammar, spelling, and punctuation.


• Ability to operate a computer with accuracy.


• Ability to attend to routine tasks and check paperwork for accuracy and errors.


• Ability to use office machines including, copier, fax machine.


• Ability to maintain records journals and files.


• Ability to write, clear and accurate reports.


• Ability to deal tactfully and courteously with the public and other city employees.


• Ability to handle difficult and unusual situations.


• Ability to use a computer.


• Communicating effectively verbally and in writing.


• Establishing and maintaining strong working relationships.

Minimum Qualifications

There is an online exam for this position.

Education

High school diploma or GED.

Experience

One (1) year general office administration experience.

Equivalencies

An associate degree (or higher) in any field will meet the education and experience requirements.

Other Requirements

Some positions may require availability for varying shifts including nights and weekends. Some positions may require a criminal background check. Must pass an intensive background investigation and drug test. No FELONY or Class A MISDEMEANOR convictions. No Class B MISDEMEANOR convictions within the last ten (10) years. No family violence convictions. Cannot currently be on deferred adjudication for any FELONY, Class A or Class B MISDEMEANOR.

Salary Range

Salary Range $21.50 - $22.33

The salary listed on this job posting is the starting salary range; amount offered will depend on qualifications.

Equal Opportunity

City of Dallas is an Equal Opportunity Employer.

Questions? Contact our recruiting departments: Civil Service - [e-mail] Talent - Acquisition [e-mail]