Office Associate II

Under supervision, performs administrative/clerical/office activities to assist department management in administering programs and services offered to the community. Incumbents interact with the general public by providing information and assistance as it relates to the department's activities/services, rules and regulations that requires knowledge of departmental policies, procedures, and activities. Incumbents follow general instructions from the supervisor when handling new situations, problems, or deviations from established work procedures. Incumbents have a limited degree of latitude to determine the best way to perform required duties.

Performs administrative support work, where there is some opportunity to reduce expenses and prevent loss through problem solving and attention to detail. Some training or work direction may be provided to other support staff.

Essential Duties and Responsibilities:

• Communicates and maintains working relationships with others in carrying out job functions.

• Greets visitors to the office and answers telephones;

• Frequently (up to 25% of the time) interacts with the public, vendors, others in the work unit, or across departments to exchange basic fact information as requested or as necessary to perform job duties;

• Receives and responds to complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities, and rules regarding data privacy;

• Refers issues and concerns to the appropriate party for resolution as necessary;

• Exercises courtesy in communicating with other members of the work unit to provide information relating to the work assignment and progress of work or to convey information about conditions or work related needs.

• Provides general administrative office support for the department.

• Prepares forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately;

• Composes and/or types letters, forms, memoranda, and reports from abbreviated notes, tapes, and records;

• Intermittently transcribes and/or takes minutes of meetings;

• Assists with preparing agenda items that pertain to the department for City Commission or other Board meetings; compiles packets for Commission/Board members to ensure all necessary information is present and in proper format;

• Serves as a resource for department staff in use of office software.

• Performs general office support activities.

• Processes forms, application and other documents by reviewing forms for completeness, verifying information, performing necessary calculations, coding and entering data into a computer system;

• Makes copies of materials;

• Maintains an office filing system;

• Sorts and distributes mail;

• Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary.

• Performs accounting clerical duties relating to department business.

• May be asked to assist other support staff, department staff and/or managers with preparation of budget items such as gathering cost estimates, setting up spreadsheet exhibits, generating budget and expense reports, and assisting with budget monitoring

• Prepares purchase requisitions received from department staff and submits for supervisor's signature;

• Enters credit card purchases under appropriate budget codes and submits to Finance Department;

• May assist with payroll entry and verification as requested.

• Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.

• Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;

• Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;

• When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.

• Performs other duties and activities as assigned.

The job requires a high school diploma or equivalent (G.E.D.) and two or more years of previous administrative support experience involving information dissemination, records organization and retention; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. A valid driver's license may be required.

Knowledge, skills and abilities include:

• Requires knowledge of general office practices and procedures;

• Requires math and algebra sufficient to set up spreadsheets with basic formulas;

• Requires basic knowledge of governmental administrative practices including budgeting, purchasing and records administration;

• Requires intermediate knowledge of Microsoft Office applications;

• Requires excellent customer service skills;

• Requires strong attention to detail;

• Ability to establish and maintain effective working relationships with others.

Physical Demands & Working Conditions:

Most work is performed in a normal office environment. Work requires extensive use of a computer, telephone, and other office equipment. Work is generally light with considerable variety. Lifting a box of paper is the heaviest work. There is considerable attention to detail and deadlines. Intermittent travel to other offices is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.

Activities include stooping, standing, walking, lifting, digital dexterity, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.

Light Work: Physical demands are normally those associated with light work: Exerting up to 25 pounds of force occasionally and/or 10 pounds of force frequently, and/or negligible amount of force constantly to move objects.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.