Part-Time Office Assistant

City-of-Lubbock,-T; Lubbock (TX); On-site; USD 36,000 - 60,000; Full time

Job summary

City of Lubbock is seeking a capable clerical professional to perform a variety of routine administrative tasks. You will compose letters and memos, take minutes, greet visitors, manage calendars, route mail, and organize meeting materials.

The role supports reporting and records management within the department. Applicants should have a high school diploma or equivalent with 1–3 years of secretarial experience, plus strong grammar, typing, and data-entry skills.

Qualifications

• High school diploma or equivalent plus 1–3 years of secretarial experience.
• Knowledge of office practices, computer principles, and proper public/telephone etiquette.

Responsibilities

• Compose and type letters, reports, and memos from rough drafts.
• Take and transcribe minutes from meetings.
• Greet visitors by phone and in person, provide information or referrals.
• Schedule appointments and maintain a calendar.
• Open, review, and route mail.
• Arrange meetings with agendas and materials; set up meeting rooms and post notices if required.
• Maintain department files and prepare reports.
• Review and proofread correspondence, memos, and reports.
• May perform higher level duties for training or substitute work.
• Performs related duties as directed.

Skills

Word processing

Typing

Data entry

Telephone etiquette

Communication skills

Record keeping

Computer literacy

Education

High school diploma or equivalent

Tools

Dictaphone

Job description

Performs a variety of clerical and secretarial duties of average difficulty.

• Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes; utilize a variety of computer software to produce documents which may include or incorporate text, tables, and graphics;
• Take and transcribe minutes from various meetings;
• Greet visitors by phone and in person, ascertain nature of business, provide assistance or referral, provide information;
• Schedule appointments and maintain a calendar;
• Open, review, and route mail;
• Arrange meetings by compiling agendas and support materials, distributing materials, and providing set-up of meeting room. Post meeting notice if legally required;
• Maintain department files and records; compile information from records and prepare reports;
• Review and proofread correspondence, memos, and reports to ensure accuracy and correctness;
• May perform higher level duties for training purposes and to perform duties on a substitute basis;
• Performs related duties as directed.

Completion of a high school diploma or the equivalent with an additional one to three years of secretarial experience; or any combination of relevant education and experience which provides the following:Knowledge of:

• Office practices and procedures;
• Computer principles and procedures;
• Proper public contact and telephone etiquette.

Ability to:

• Possess word processing, typing, or data entry skills;
• Spell and use correct grammar;
• Transcribe material from a dictaphone;
• Communicate effectively with others;
• Prepare and maintain accurate records
• Perform computer/word processing functions.

Physical Requirements

• Occasionally stand walk, kneel and bend during the shift
• Push and pull objects
• Occasionally flex upper trunk forward, partial flexing of knees
• Occasionally rotate upper trunk to the right or left while sitting or standing
• Place arms above, at or below shoulder height