Office Assistant II - P/T en City of Boca Raton, FL

About the Department

Performs difficult clerical work undertaking a variety of typing, filing, and related tasks in a municipal office; does related work as required. Work is performed under regular supervision.

This position is part-time with scheduled hours up to twenty-four (24) hours per week. Hours will generally be worked Monday through Friday between 7am-5pm.

Position Duties

• Checks forms, records, reports, applications, and other materials for accuracy, completeness, and conformity with established procedures;
• Serves as office receptionist, answers telephone inquiries about routine procedures and policies, relays and dispatches messages as required;
• Assists members of the public, employees, and/or applicants with questions and requests for information either in person, over the phone or via electronic communication;
• Types letters, invoices, reports, statistical reports, and other material from rough drafts, marginal notes, or verbal instructions;
• Enters and updates information, and generates standard reports using computer software applications: 
• Maintains files, reviews digitized documents for accurate filing, and assembles information from various sources for records and reports;
• Maintains inventories and mailing lists, orders supplies, and various other records
• Composes routine correspondence; prepares a variety of routine reports;
• Operates standard office machines, word processing, and data entry equipment;
• Makes copies of materials and assembles same for inclusion in reports, documents, agendas, etc.

Minimum Qualifications

Knowledge of:

• Standard office practices, procedures, equipment, and executive assistant best practices
• Professional verbal and written communication skills
• Developing internal processes and filing systems

Skilled in:

• Microsoft Office suite, with a working knowledge of Microsoft Excel, Microsoft Word and Outlook.
• Use of computers and software applications to a moderate degree of proficiency.
• Organization and time management.
• Arithmetical calculations and file alphabetically
• Using an electronic content management filing system (Laserfiche or similar).

Ability to:

• Serve the public and interact with fellow employees with honesty, integrity, and respect
• Follow written and verbal instructions.
• Work under pressure of deadlines and with minimal direction/supervision
• Manage multiple projects, deadlines, and responsibilities simultaneously.
• Establish and maintain effective working relationships with associates and the general public.
• Work with sensitive information and maintain confidentiality.

Other Qualifications

• High school degree or equivalent required.
• Two (2) years of clerical or administrative experience required

PREFERRED QUALIFICATIONS:

• Experience with an electronic content management filing system (Laserfiche or similar) strongly preferred.
• Record management experience in public and/or municipal entity, and/or protected personnel information preferred. 
• Knowledge of Microsoft Office applications preferred.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification
• Motor Vehicles Report (MVR) Check
• Workers' Compensation
• Educational Verification
• Credit Check
• Fingerprinting
• Polygraph
• Neighborhood Check
• Drug and Alcohol Screen

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