Office Assistant II – Human Resource Development

City of Fayetteville, North Carolina; Fayetteville (NC); On-site; USD 34,000 - 42,000; Full time

Benefits offered by this job

Health & dental insurance

Paid time off

Retirement plan

Deferred compensation

Employee assistance program

Job summary

The City of Fayetteville is seeking an organized Administrative Assistant to support the assigned department with clerical tasks, records management, and scheduling. You will handle mail, communications, budgeting support, and document preparation in a fast-paced municipal setting.

Applicants should have at least two years of office support experience, a high school diploma, basic MS Word/Excel skills, and be prepared for clerical tests and background checks as part of the selection process.

Qualifications

• Two years of increasingly responsible experience in office support work.
• Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management training.
• Pre-employment drug screen, background check and driving history check.

Responsibilities

• Screen visitors and telephone calls and route as appropriate; assist the public, other departments and divisions by providing information concerning services provided, explain departmental/divisional policies and procedures requiring some interpretation and use a variety of established guidelines.
• Screen incoming mail and prioritize in order of importance.
• Maintain a calendar of activities, meetings and various events for assigned department manager and make travel arrangements.
• Schedule and arrange division activities, meetings, conferences and various work events.
• Compose, prepare, review and distribute a variety of forms, reports, correspondence and documentation; proofread and verify accuracy of a variety of documents including general correspondence, memoranda, and reports; maintain/revise the records retention and disposal schedule; monitor, retain and purge records as needed.
• Assist in the preparation of departmental budget; monitor expenditures.
• Operate a variety of office equipment including copiers, scanners, facsimile machines and computers; input and retrieve data and text; organize and maintain filing.
• Process accounts payables if required by department for which assigned; maintain related records and vendor files.
• Prepare monthly invoices if required by department for which assigned; requisition supplies and materials as required.
• Contact the public and outside agencies for the purpose of obtaining, clarifying, and providing information and making referrals.

Education

High school diploma or equivalent

Tools

MS Word

MS Excel

Job description

Description Click here to meet some of the City’s “CAN DO” employees.

Essential Duties & Responsibilities

• Screen visitors and telephone calls and route as appropriate; assist the public, other departments and divisions by providing information concerning services provided, explain departmental/divisional policies and procedures requiring some interpretation and use a variety of established guidelines. Resolve problems which may include gathering and researching background information.
• Screen incoming mail and prioritize in order of importance.
• Maintain a calendar of activities, meetings and various events for assigned department manager and make travel arrangements.
• Schedule and arrange division activities, meetings, conferences and various work events.
• Compose, prepare, review and distribute a variety of forms, reports, correspondence and documentation; proofread and verify accuracy of a variety of documents including general correspondence, memoranda, and reports; maintain/revise the records retention and disposal schedule; monitor, retain and purge records as needed.
• Assist in the preparation of departmental budget; monitor expenditures.
• Operate a variety of office equipment including copiers, scanners, facsimile machines and computers; input and retrieve data and text; organize and maintain filing.
• Process accounts payables if required by department for which assigned; maintain related records and vendor files.
• Prepare monthly invoices if required by department for which assigned; requisition supplies and materials as required.
• Contact the public and outside agencies for the purpose of obtaining, clarifying, and providing information and making referrals.

Minimum Qualifications

For a complete job description click here. Experience Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Two years of increasingly responsible experience in office support work.

Training

Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management training.

LICENSING AND CERTIFICATIONS

Required None.

Preferred None.

From the time of closing, the selection process is anticipated to last approximately 4 – 6 weeks. The process will consist of a panel interview and clerical tests which may include, but are not limited to: Keyboarding, MS Word, MS Excel, Spelling and Proofreading with the selected candidate being subject to a pre-employment drug screen, background check and driving history check. An Equal Opportunity Employer

Health And Dental Insurance

The City of Fayetteville Employee Healthcare Benefit Plan provides comprehensive and affordable health and dental coverage while maintaining reasonable costs to employees. Coverage is available for all regular status employees scheduled to work 30 hours or more per week. Employees may also choose to cover eligible dependents. The premium is deducted on a pre-tax basis, with the City paying a portion of the premium. Qualifying employees are eligible for benefits on the 1st day of the month following 30 days of service.

Employer Paid Leave

Vacation Leave

Regular employees begin accruing vacation leave the first day of employment. Accruals are based on years of service and the number of hours an employee is scheduled to work.

Sick Leave

Regular employees begin accruing sick leave the first day of employment. Accruals are based on the number of hours scheduled to work; regular full-time employees accrue eight (8) hours per month. Sick leave hours accumulate without limits and may be used toward creditable service upon retirement from the NC Local Governmental Retirement System.

Holidays

The City of Fayetteville observes 12 paid holidays per calendar year. When Christmas day is on a Wednesday, an additional holiday is provided making for 13 paid holidays.

Bereavement

Regular employees are eligible for bereavement leave. The City will authorize 24 hours per calendar year to mourn or attend a funeral or memorial service of a family member.

Retirement

The City of Fayetteville assists employees in securing their financial future during retirement by participating in the NC Local Governmental Employees’ Retirement System, administered by the State of North Carolina. Regular employees scheduled to work 20 hours or more per week become members in the retirement system upon employment. As a member of this system, employees are required to contribute 6% of their gross salary on a tax-deferred basis.

Deferred Compensation Plans

To further assist employees in saving for retirement, the City offers two supplemental retirement savings programs. These programs enable regular full-time, and part-time employees working at least 20 hours per week, an opportunity to save a portion of their salary on a tax-deferred basis to supplement their retirement benefits. These programs are the NC 401(k) plan and NC 457 plan; both administered by Empower. The City currently contributes 4% of base salary to an eligible employee’s NC 401(k) account.

Cafeteria Plan / Supplemental Benefits

Realizing that each employee may have different insurance needs, the City offers its employees the opportunity to supplement City-provided benefits by selecting from the benefits listed below. These benefits are offered at employee’s expense through payroll deduction:

• >> Flexible Spending Accounts (FSAs) — Healthcare and Dependent Care Reimbursement Accounts (pre-tax)
• >> Short-Term and Long-Term Disability Insurance
• >> Optional Life & Accidental Death & Dismemberment

Death Benefit

The first year an employee contributes to the retirement system, the City provides a death benefit of $3,000 once the employee is benefits eligible. After one year as a contributing member of the Retirement System, a death benefit is provided by the NC Retirement System that is equal to the highest 12 months’ salary in a row during the 24 months before death, no less than $25,000 and no more than $50,000. There is no cost to the employee for this benefit.

Pay Periods / Deduction For Benefits / Direct Deposit

City employees are paid bi-weekly (every other Friday). Benefit deductions are taken for 24 pay periods of the year. As an added convenience and safety measure, the City requires all new employees to sign up for direct deposit.

Employee Assistance Program

The EAP is available at no cost to all employees and their household members. The EAP provides confidential guidance on legal, financial and personal issues affecting your health, relationships and job.