Office Assistant II - Human Resource Development

City-of-Fayetteville,-N; Fayetteville (NC); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Fayetteville, NC is seeking an Office Assistant II to support the Human Resource Development Department with a range of clerical and administrative tasks. This role requires interpreting and applying guidelines, managing calendars, handling mail, and assisting with budget monitoring.

Applicants should have two years of related experience and a high school diploma, with preferred secretarial training.

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.

Responsibilities

• Screen visitors and telephone calls and route as appropriate; assist the public, other departments and divisions by providing information.
• Screen incoming mail and prioritize in order of importance.
• Maintain a calendar of activities and make travel arrangements.
• Schedule and arrange division activities, meetings, conferences and events.
• Prepare, review and distribute forms, reports and correspondence; proofread and verify accuracy.
• Assist in the preparation of departmental budget; monitor expenditures.
• Operate office equipment; input and retrieve data; maintain filing systems.
• Process accounts payables and monthly invoices as required.
• Contact the public and outside agencies for information and referrals.

Skills

Office support

Customer service

Communication

Data entry

Education

High school diploma or equivalent

Secretarial/office management training

Tools

MS Word

MS Excel

Job description

The City of Fayetteville is currently recruiting for an Office Assistant II in the Human Resource Development Department to perform a wide variety of office assistant tasks in support of an office operation, program, or work unit applying varied guidelines and program knowledge which may require some interpretation, research and analysis to resolve problems within the area of assignment.

1. 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.
2. Screen incoming mail and prioritize in order of importance.
3. Maintain a calendar of activities, meetings and various events for assigned department manager and make travel arrangements.
4. Schedule and arrange division activities, meetings, conferences and various work events.
5. 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.
6. Assist in the preparation of departmental budget; monitor expenditures.
7. Operate a variety of office equipment including copiers, scanners, facsimile machines and computers; input and retrieve data and text; organize and maintain filing.
8. Process accounts payables if required by department for which assigned; maintain related records and vendor files.
9. Prepare monthly invoices if required by department for which assigned; requisition supplies and materials as required.
10. Contact the public and outside agencies for the purpose of obtaining, clarifying, and providing information and making referrals.

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:

Experience

• 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