Office Assistant II - Dallas Fire (Civil Service)

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

Job summary

The City of Dallas is hiring an Office Assistant II to perform intermediate to advanced-level clerical tasks, maintain filing systems, assist payroll, and support multiple departments. You will handle forms, data entry, and data reports while ensuring accuracy and timeliness.

You will interact with citizens and staff, answer calls, schedule meetings, process invoices, prepare letters, and help train newer staff.

Qualifications

• Knowledge of grammar, spelling, and punctuation.
• Ability to operate a computer with accuracy.
• Ability to attend to routine tasks and check paperwork for accuracy.
• Ability to use office machines including copier and fax.
• Ability to maintain records journals and files.
• Ability to write clear and accurate reports.
• Ability to interact courteously with the public and staff.
• Ability to handle difficult and unusual situations.
• Ability to use a computer and communicate effectively.

Responsibilities

• Perform a variety of office support duties including forms, logs, cash handling, and data collection.
• Greeting visitors and handling inquiries by phone and in person with strong customer service.
• Provide secretarial support to a manager or group of managers; answer calls and schedule appointments.
• Prepare, review, and proofread correspondence and reports; assist in staff training.
• Process invoices, filing, deadlines tracking, meetings, travel arrangements, and payroll support.
• Maintain daily activity reports and research citizen concerns with accurate charges.
• Sort and route mail, handle inter-office deliveries, and operate copy/printing equipment.
• Perform other duties as needed.

Skills

Grammar & writing

Computer literacy

Data entry

Office machines

Record keeping

Reporting

Customer service

Communication

Public interaction

Education

High school diploma or GED

Associate degree (or higher) meets requirements

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 SummaryPerforms intermediate to advanced-level office functions including completion of difficult and complex clericalactivities requiring judgment and independent decision-making, and resolves citizen complaints. May lead the workand train other office staff.Job DescriptionOverviewThe Office Assistant II performs intermediate to advanced level office support functions for various departments, maintains filing systems, and supports payroll functions. Performs clerical, bookkeeping, mail processing, payment processing, secretarial duties, and operation of office and related equipment.Essential Functions1 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.2 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.3 Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.4 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.5 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.6 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.7 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.8 Performs any and all other work as needed or assigned.Knowledge and Skills1 Knowledge of correct grammar, spelling, and punctuation.2 Ability to operate a computer with accuracy.3 Ability to attend to routine tasks and check paperwork for accuracy and errors.4 Ability to use office machines including, copier, fax machine.5 Ability to maintain records journals and files.6 Ability to write, clear and accurate reports.7 Ability to deal tactfully and courteously with the public and other city employees.8 Ability to handle difficult and unusual situations.9 Ability to use a computer.10 Communicating effectively verbally and in writing.11 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.FOR DPD ONLY-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$21.50 - $22.33The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.City of Dallas is an Equal Opportunity Employer.Welcome to the City of Dallas!The City of Dallas is one of the largest employers in the DFW Metroplex. We offer growth opportunities and a chance to make a difference in our community.Questions? Contact our recruiting departments:Civil Service - [e-mail] - Acquisition [e-mail]