Description

An office assistant performs essential administrative and clerical tasks, such as managing calls and correspondence, greeting visitors, maintaining records, ordering supplies, scheduling meetings, and ensuring the office runs smoothly. Key responsibilities include using office equipment, performing data entry, and providing general support to office staff and departments. Strong organizational skills, communication, and proficiency with office software like Microsoft Office are important.  

Requirements

The successful candidate will be self-motivated, detail-oriented, energetic, and highly organized. Must be a team player and have outstanding writing, editing, data entry, and proofreading skills. Excellent communication and interpersonal skills, and the ability to prioritize and handle multiple projects are essential. Must be proficient in Microsoft Office with at least two years experience in reception and/or data entry is required.  Under general supervision, accurately enter data; receive payments from the general public, perform basic cashiering and accounting support functions.

 Essential Job Functions:

Serves as the primary receptionist (answering and directing incoming calls and greeting, directing, and assisting visitors);

Maintaining contacts and calendars via Outlook; ordering, stocking, and distributing office supplies; making photocopies, sending faxes, shredding documents; planning and scheduling meetings and appointments; maintaining general office tidiness;
providing direct administrative support to the City Administrator by running errands and performing miscellaneous job-related duties as assigned and perform any related other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

1.     Excellent work history;

2.     Must possess good interpersonal and oral communication skills;

3.     Ability to maintain satisfactory working relationships with city staff, citizens and volunteers;

4.     Excellent computer skills with knowledge of Incode, RVS and Microsoft Office including Excel spreadsheets, Microsoft Word and Power Point;

5.     Experience with general office computer, audio/video equipment, facsimile, and copier/scanner;

6.     Must be able to work independently in a high-volume environment;

7.     Experience in handling sensitive and confidential information;

8.     Regular and punctual attendance is essential;

9.     Bilingual a plus.

ACCEPTABLE EXPERIENCE AND TRAINING:

1.     Must be at least 21 years of age.

2.     High School diploma and two years of general office experience.