Part-Time Office Assistant

City of Lubbock; Lubbock (TX); On-site; USD 32,000 - 46,000; Full time

Job summary

City of Lubbock seeks a capable clerical/secretarial professional to handle a variety of office duties with average difficulty.

You will compose letters, take minutes, greet visitors, manage calendars, process mail, and organize files, with an emphasis on accuracy and clear communication.

Qualifications

• High school diploma or equivalent plus 1–3 years of secretarial experience.
• Proficient in word processing, typing, and data entry.
• Strong grammar, proofreading, and communication skills.

Responsibilities

• 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.

Skills

Word processing

Typing

Data entry

Communication

Public contact

Education

High school diploma or equivalent

Tools

Microsoft Office

Dictaphone transcription

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