Office Assistant Procurement

City of Myrtle Beach; Myrtle Beach (SC); On-site; USD 30,000 - 42,000; Full time

Job summary

City of Myrtle Beach seeks an Office Assistant to provide routine clerical and administrative support for an assigned division. This role requires strong customer service, communication, and organizational skills to manage calls, greet visitors, and support daily operations.

Responsibilities include handling mail, preparing documents, maintaining records, and assisting with scheduling and office tasks as needed. Proficiency in Excel and Word is expected.

Qualifications

• Requires a high school diploma or GED.
• One year of clerical experience preferred.
• Proficiency in Microsoft Excel and Microsoft Word.

Responsibilities

• Answers telephone calls and greets visitors; directs to appropriate personnel.
• Performs customer service tasks; provides information about services and procedures.
• Types, composes, and prepares correspondence, forms, and reports; compiles information for reports.
• Processes incoming/outgoing mail and maintains filing systems.
• Maintains inventory of supplies and equipment; initiates requisitions.
• Maintains personnel files and calendars; supports HR functions as needed.
• Assists in scheduling, copying, faxing, and basic office duties.
• Updates and maintains department records and documentation.

Skills

Customer service

Clerical tasks

Phone etiquette

Communication skills

Attention to detail

Time management

Typing

Education

High school diploma or GED

Tools

Microsoft Excel

Microsoft Word

Job description

City of Myrtle Beach, South Carolina

JOB DESCRIPTION

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Office Assistant

JOB SUMMARY

The purpose of this position is to provide routine assistance in clerical and administrative activities for an assigned division or department.

ESSENTIAL JOB FUNCTIONS

• Answers telephone calls and greets visitors; ascertains nature of business; directs callers/visitors to appropriate personnel; records/relays messages; and initiates and returns calls as necessary.
• Performs customer service functions; provides information/assistance regarding assigned department’s services, activities, procedures, forms, fees, or other issues; responds to routine questions, complaints, or requests for service; initiates problem resolution; and refers complaints/problems to appropriate personnel.
• Types, composes, prepares, or completes a variety of correspondence, forms, reports, records, or other documents; researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; and proofreads for accuracy and completeness.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; and processes outgoing mail.
• Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; initiates requisitions for new or replacement materials; and receives/distributes incoming supply shipments.
• Maintains file system of assigned division/department records; prepares files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; assists in maintaining current training files and applicant files; and maintains reference materials such as vendor lists, program schedules, code books, training manuals, standard operating procedures, mailing lists or other materials.
• Assists assigned department management with routine clerical tasks; makes phone calls; makes copies; receives and sends faxes; etc.
• Receives various forms, reports, correspondence, logs, time sheets, attendance records, applications, invoices, check requests, purchase orders, personnel forms, budget documents, contracts, work orders, newsletters, policies, procedures, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
• Communicates with supervisor, City employees, County officials, vendors, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Operates a personal computer, postage machine, telephone, general office equipment or other equipment as necessary to complete essential functions, including the use of word processing, spreadsheet, database, or other system software.

Office Assistant assigned to the Convention Center performs the following additional duties:

• Updates the Convention Center website with information related to upcoming events including: dates, logos, times, and any other important event information.
• Monitors and posts events and any upcoming pertinent information to social media pages such as Facebook, Twitter, Flickr, and Pinterest.
• Collaborates with the sales team, marketing, and general manager on special projects for sales trips, marketing materials, and any projects as requested by the team.
• Processes and updates documentation related to events; copies and distributes all event work orders to appropriate personnel; publishes and distributes the Monthly Event Calendar; edits, updates, and distributes Yearly Event Calendar; and updates and operates events utilizing the two marquee signs.
• Maintains personnel files for accuracy and completes appropriate paperwork for signature for new hires, terminations, and requisitions for job postings to distribute to the Human Resources Department.
• Maintains a calendar for conference rooms, schedules appointments, meetings, conferences or other activities.

Office Assistant assigned to the Police Department performs the following additional duties:

• Updates and maintains various case files and databases; receives, examines, and enters case reports and bond paperwork; prepares follow-up reports; transcribes interviews for detectives; types confidential informants biographical worksheets; retrieves information from multiple computer databases; assembles case files for preliminary hearings and Grand Jury and Court sessions.
• Maintains training records and documentation; updates training database; tracks training offered and participated in; schedules time and dates for training for police personnel and other City employees; sets up and breaks down equipment and classrooms used for training purposes; forwards all documentation to appropriate personnel; files all related documentation.
• Receives and processes hiring, promotion, and/or lateral transfer applications. Maintains personnel and applicant records and documentation; enters and updates personal information, including promotions and position changes, into the database as necessary; prepares and sends correspondence to applicants; assists in coordinating and conducting testing and interviewing activities.
• Processes accounts payable documentation; prepares bills, invoices, and orders for payment; places and receives orders for supplies and equipment; updates and maintains accounts payable database; prepares per diem for those attending training classes; contacts vendors in regards to orders placed; copies, files, and forwards documentation according to established procedures.
• Maintains, reviews, and completes various forms, logs and databases; keeps and maintains visitor logs; maintains logs and records for vehicles assigned to the division, including maintenance logs, gas usage logs, and mileage logs; reviews taxi applications for accuracy; reviews applicants requesting fingerprints for qualifications.
• Maintains calendars for the use of conference rooms and classrooms.
• Assists in scheduling pre- and post-employment physicals and mental health evaluations.
• Creates and schedules Extra-Duty assignments; processes invoices and associated payroll records.
• Processes calls for service for in-person police reports at the service desk; processes tickets, warrants, bond payments, and discharge/commitment paperwork for inmates.

Office Assistant assigned to Public Works performs the following additional duties:

• Receives accident reports from City employees; types and records all information; figures damage and repair costs; attends Safety Committee meetings; records rulings; and forwards all documentation to appropriate personnel.
• Maintains personnel records and documentation; updates training log; calculates hours needed; coordinates the completion of and records hours used for leaves of absence; verifies leave slips with remaining leave time; updates time sheet database with new/terminated employees; prepares and distributes new time sheets; prepares and types information for employee evaluations; forwards all documentation to appropriate personnel; and files all related documentation.
• Monitors radio; relays directions, information or instructions necessary to complete work activities.
• Monitors security gate; updates automated key entry system with new/terminated employee information; and issues cards to new employees.
• Schedules interviews for open positions; phones applicants; schedules and confirms interviews with all parties; and types and mails letter for applicants not hired.

Office Assistant assigned to the Parks, Recreation, and Sports Tourism Department performs the following additional duties:

• Opens and closes assigned facility; maintains daily log.
• Processes forms and registrations relating to Department services, such as program enrollment, sports scheduling, or other purposes; distributes registration forms and provides information; enters registration.
• Enters information into database; and collects fees and processes completed registrations.
• Assists staff members with athletic programming and special events; conducts and supervises camps and sports practices; keeps scorebook for games, runs scoreboard and time clock for athletic programs; and decorates rooms for special events.
• Prepares activity handbooks to increase awareness of rules and guidelines for athletic programming; compiles and distributes information.
• Processes documentation pertaining to receipts and expenditures; prepares daily bank deposit statements; deposits funds; copies and forwards documentation to the Finance Department; prepares purchase orders and forwards purchasing data to the Finance Department; reviews daily cash journals, invoices, purchase orders, or other documents for accuracy; researches discrepancies; assigns proper accounting/budgetary codes; obtains proper signatures; forwards for payment; and maintains files and records.

Office Assistant assigned to the Procurement Office performs the following additional duties:

• Receives solicitation envelopes and timestamps their arrival.
• Enters division expenditures and payments into a ledger for accountability and documentation of budget expenditures, including FEMA-related expenses.
• Maintains and updates vendor insurance records.
• Collects and records data relevant to procurement activities.
• Picks up small orders/items from other City departments and/or local businesses.
• Maintains office common areas (kitchen, lobby) in a clean and tidy manner.

ADDITIONAL FUNCTIONS

• May process fees such as those for memberships; supplies receipt, gives change, logs into system or on manual sheets; tallies daily; and makes bank deposits.
• Performs other related duties as required, requested and assigned.

Education and Experience:

Requires a high school diploma or GED; one year of experience in clerical work preferred. Must be proficient in Microsoft Excel and Microsoft Word.

Licenses or Certifications:

Some assignments may require possession of a valid driver’s license.

Special Requirements:

None.

Knowledge, Skills and Abilities:

• Knowledge of office equipment, processes, and practices.
• Knowledge of customer service principles.
• Knowledge of assigned department programs, policies and procedures.
• Knowledge of bookkeeping.
• Skill in typing.
• Skill in gathering information before taking action.
• Skill in marshalling resources to get things done.
• Skill in breaking down goals into achievable steps.
• Skill in communicating, both verbally and in writing.
• Skill in eliminating roadblocks in solving problems.
• Skill in performing addition, subtraction, multiplication, and division; calculating decimals, percentages, and fractions; and interpreting graphs.
• Skill in organizing.
• Ability to listen.
• Ability to establish rapport.
• Ability to pay attention to details.
• Ability to manage time.
• Ability to determine, calculate, tabulate, or summarize data/information.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form.
• Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

PHYSICAL DEMANDS

The work is sedentary work. The employee is occasionally required to exert up to 10 pounds of force to move objects. Additionally requires: crouching, handling, hearing voices, lifting, manual dexterity, mental acuity, reaching, repetitive motion, speaking, expressing ideas by the spoken word, and visual acuity in data/color/observations/operating equipment, and walking. Tasks may require the ability to: sit for extended periods of time at a keyboard or work station.

WORK ENVIRONMENT

Work is performed in an office setting where essential functions are regularly performed without exposure to adverse environmental conditions. Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

The City of Myrtle Beach has the right to revise this job description at any time. This

description does not represent in any way a contract of employment.