P/T HR Clerical Assistant II

The City of Coral Gables•City of Coral Gables, FL

13d•Onsite

About The Position

Performs clerical work according to established departmental procedures. Responsible filing, answering incoming calls and customer service duties. Responsibilities may include assisting the public or city employees with inquiries in the reception area. Performs data entry, and records maintenance. Work is assigned and reviewed under the general guidance of a supervisor.

Requirements

High School Diploma or equivalent.
A comparable amount of training or experience may be substituted for the minimum qualifications.

Nice To Haves

Minimum one (1) year of relevant clerical experience is preferred.

Responsibilities

Performs basic clerical duties to include scanning of documents for filing electronically, answering telephones, maintaining logs, making copies, assembling materials, and preparing labels for mailings and entering basic data into a computer.
Operates fax machine, copier, scanner and computer.
Processes incoming public records requests.
Greets visitors entering the department and direct them accordingly.
Answers incoming calls in a courteous, professional manner.
Screen and direct incoming phone calls to the appropriate personnel, deal with inquiries and takes message.
Receives and distributes mail, packages and faxes, etc.
Sort, organize and maintain office records accurately.
Check all incoming material, categorize either on the basis of content or alphabetically and digitize documentation when necessary to store in electronic personnel filing system.
Perform electronic document filing process always ensuring their availability.
Manage document structuring to ensure easy finding and retrieval when required.
Manage all user requests related to document positioning, finding and retrieval.
Handle all enquiries related to paperwork/documents.
Assist with public records requests.
Inspect the filing section periodically to ensure records are categorized properly and are being maintained and filed in the corresponding personnel and/or background files.
Assists public and other departments by, acquiring information, providing general assistance, and general information regarding city services, refers other questions to appropriate personnel.
Assist as a back-up to the front desk personnel with answering phones.
Provides support to all divisions and performs other related tasks for the department as required.
Performs other related tasks as required.