Assists manager(s) and assistant manager(s) in the coordination of office management andoperational activities by performing varied clerical tasks and administrative support duties in the assigned division. RESPONSIBILITIES:Answers telephone to screen and distribute calls, takes messages and answers simple questions. Greets and announces visitors. Receives and directs inquiries or comments regarding services. Opens, sorts and distributes mail. Handles incoming routine correspondence usingstandar... more details
POSITION OVERVIEW
Applications accepted from: ALL PERSONS INTERESTED Job Classification: SENIOR OFFICE ASSISTANT Posting Number: PN#34416 Division: PROPERTY Reporting Location: 1202 WASHINGTON AVE. Workdays & Hours: MONDAY – FRIDAY; 8 AM – 4 PM * *Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS Assists manager(s) and assistant manager(s) in the coordination of office management and operational activities by performing varied clerical tasks and administrative support duties in the assigned division.
RESPONSIBILITIES:
Answers telephone to screen and distribute calls, takes messages and answers simple questions. Greets and announces visitors. Receives and directs inquiries or comments regarding services.
Opens, sorts and distributes mail. Handles incoming routine correspondence using
standardized responses or formats. Sends faxes, packages and mail.
May carry out a business operation function or project based on goals and instructions established by supervisor.
Photocopies, collates and distributes correspondence, procedures, articles, reports, policies, bulletins, etc. Handles other reproduction needs including assembling manuals and reports, collating and binding or arranging outside services when needed.
Types and proofreads correspondence, reports, forms, documents, etc. Composes and prepares simple and routine correspondence for supervisor’s approval. May maintain correspondence and assignment logs. Tabulates and prepares periodic and special reports.
Maintains calendar by scheduling meetings and appointments and making travel arrangements. Prepares and submits expense reports for management personnel.
Gathers and prepares materials and information for staff and business meetings and
presentations.
Coordinates meetings by arranging meeting locations, distributing meeting notices, agendas and information, procuring audio/visual equipment, and ensuring proper setup. May prepare meeting minutes.
Maintains a filing system for correspondence, time and attendance, reports, documents, complaints, financial records, budget information on section operations, general information on departmental operations, etc.
Procures necessary supplies and services (e.g., office supplies, telephone change orders, equipment repair and maintenance, office furniture, office forms, etc.)
May prepare, verify, and report time and attendance for management’s signature.
This job description is not to be construed as all-inclusive. Instead, the job duties listed above are intended to describe the general nature, type and level of work to be performed.
All duties and responsibilities may not be included in the above job descriptions.
WORKING CONDITIONS The position occasionally requires stooping or bending. Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required.
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. “Must be able to pass a criminal background check, obtain and maintain federally mandated security clearance where required.” If applicable, the applicant’s past performance evaluations, past and present supervisory recommendations, and/or Internal Affairs complaint history will be reviewed and considered.
MINIMUM REQUIREMENTS
EDUCATIONAL REQUIREMENTS Requires a high school diploma or a GED.
Certification: May be required to pass a City administered typing test with a typing speed of 60 words per minute with no more than 6 errors.
EXPERIENCE REQUIREMENTS Two years of clerical or administrative support experience are required.
LICENSE REQUIREMENTS None
PREFERENCES
**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.**
GENERAL INFORMATION
SELECTION/SKILLS TESTS REQUIRED Department may administer skills assessment test.
SAFETY IMPACT POSITION NO
SALARY INFORMATION Factors used in determining the salary offered include the candidate’s qualifications as well as the pay rates of other employees in this classification.
Pay Grade 12
APPLICATION PROCEDURES Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov.
To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call (713-308-1228).
If you need special services or accommodations, call (713-308-1228). (TTY 7-1-1)
If you need login assistance or technical support call 855-524-5627.
Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.
All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided. EOE – Equal Opportunity Employer The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.
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