Office Assistant II-Human Resources

City-of-Reno,-N; Reno (NV); On-site; USD 38,000 - 52,000; Full time

Job summary

The City of Reno is seeking an administrative support professional to assist the Human Resources Department with clerical tasks, records management, and responsive customer service to staff and the public.

Responsibilities include processing information, maintaining files, answering inquiries, and supporting City staff with office procedures while adhering to established policies.

Qualifications

• Two years of increasingly responsible general office support and clerical experience at a level comparable to an Office Assistant I with the City of Reno.

Responsibilities

• Assist City staff, public, and outside groups by providing information related to specific program areas; answer multi-line telephone calls; respond to complaints and requests for information; distribute forms and materials.
• Verify and review materials, applications, records, and reports for completeness; provide information and forms to the public; process information.
• Maintain accurate office files and records; organize and maintain filing systems; monitor logs and accounts.
• Perform routine clerical accounting duties and maintain accounting records and reports.
• Type, format, edit, and print documents; compose routine correspondence; copy and disseminate materials.
• Enter data into computer systems; create and maintain databases; verify data accuracy.
• Process mail and deliveries; manage postage reports.
• Maintain office forms, supplies, purchases, and invoices; process payments.
• Coordinate staff calendars and meetings; interact with other departments and the public.
• Operate office equipment and software; support payroll processing as assigned.
• Prepare meeting agendas and minutes; attend meetings and ensure proper distribution.
• Disburse and collect money; reconcile accounts; deposit funds.

Skills

Customer service

Office procedures

Records management

Data entry

Education

High school diploma or equivalent

Job description

Join the City of Reno and become part of an amazing team that strives every day to make our community a place we are all proud to call home.

The ideal candidate is an administrative support professional with knowledge of general office procedures and a strong commitment to providing accurate and helpful customer service. This position performs a variety of clerical and office support duties for the City of Reno’s Human Resources Department, including maintaining records and files, preparing documents, responding to telephone and in-person inquiries, processing information, and assisting City staff and the public. The role requires attention to detail, organization, and the ability to follow established policies and procedures while working with limited supervision.

We currently have one vacancy in the Human Resources Department in which hiring will begin immediately following the close of this recruitment. This recruitment will also establish a list for future vacancies, which will be filled as they occur.

This is both an internal and external recruitment to provide a promotional opportunity for all qualified current classified City of Reno employees and an open competitive opportunity for all other qualified applicants.

The City of Reno is committed to providing equal employment opportunities to everyone. This commitment is an integral part of our efforts to ensure that we have a diverse and representative workforce that serves the community of Reno.

• Assist other City staff, the general public, and outside groups and agencies by providing information related to specific program area of assignment; receive office and telephone callers including answering multi-line telephone system; respond to complaints and requests for information relating to assigned responsibilities; refer callers to appropriate City staff for further assistance as needed; distribute appropriate forms and materials; accept applications and payments.
• Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.
• Maintain accurate and up-to-date office files and records for assigned areas; prepare and monitor various logs, accounts, and files for current and accurate information; organize and maintain filing systems.
• Perform a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files.
• Type, word process, format, edit, revise, proofread, and print a variety of documents and forms including notices, reports, general correspondence, agreements, claims, and other documents from rough draft or verbal instructions; compose routine correspondence; copy, disseminate, and post documents and information as appropriate.
• Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer based tracking information and reports including assigned databases, records, and lists; input corrections and updates; verify data for accuracy and completeness; assist in the compilation of reports.
• Process mail including receiving, sorting, and distributing external and internal incoming and outgoing mail for assigned area; deliver mail to different departments; meter outgoing mail and prepare monthly reports on postage used.
• Maintain and order forms, supplies, and other materials for assigned office and programs; prepare purchase orders; receive invoices and check for accuracy; process payments.
• Maintain calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies.
• Operate a variety of office equipment including a computer, typewriter, switchboard, copier, facsimile machine, adding machine, and computer; utilize various computer applications and software packages.
• As assigned, process payroll or provide assistance in processing payroll for the assigned area; calculate and verify hours on each time card to ensure compliance with applicable contracts; enter hours for all employees into computer; prepare and audit paychecks for accuracy; distribute paychecks to employees and respond to questions and inquiries.
• As assigned, prepare agendas and other documents for various meeting; attend meetings; take transcribe, and assure proper distribution of minutes.
• As assigned, receive calls for service; assess the need for prompt response and dispatch calls to field personnel; respond to radio calls from field personnel as needed.
• As assigned, disburse and collect money; issue and maintain receipts; maintain accurate records of money collected and disbursed; reconcile accounts; deposit money.
• Perform related duties as required.

The following minimum qualifications are required to be met at the time of application.

Education: High school diploma or equivalent.

Experience: Two years of increasingly responsible general office support and clerical experience at a level comparable to an Office Assistant I with the City of Reno.

License: Valid driver's license or the ability to independently get to and from multiple work locations as required.

Bilingual candidates are strongly encouraged to apply.

Contact Information: Reports (Rule XV, Section 2). Applicants are responsible for keeping the Reno Civil Service Commission informed of their current contact information, including phone number, email, and mailing address.

Questions about the information on this announcement and updates to application information should be directed to Civil Service at [phone] or [e-mail].

The City of Reno is an equal opportunity employer. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, gender identity, gender expression, age, pregnancy, physical or mental disability, genetic information, veteran status, political affiliation, membership in an employee association, or any other protected class status applicable under federal or state law or City Charter.