Senior Office Assistant (HCE - Civil Service)

City of Dallas • Dallas, TX

20h • Onsite

About The Position

The Senior Office Assistant provides senior level administrative support such as researching process and procedural issues, gathering data and writing reports, coordinating, making arrangements, and assisting with other administrative projects to ensure effective division operations. This role involves providing administrative support typically under relatively general supervision within clearly defined guidelines and on assigned projects to assist management. The assistant will also help with projects as defined by supervisors, including analyzing findings and making recommendations to provide effective administrative support. Secretarial and clerical duties are also part of the role, such as answering telephones, taking messages, and scheduling appointments. The position requires interpreting processes, procedures, and policies of a relatively straightforward nature with limited discretion or impact, typically within a specific program or interpreting departmental personnel procedures. Responsibilities also include conducting research on assigned subjects, securing materials for reports, composing correspondence and speeches, writing reports, and obtaining various documents upon request to assist management. The Senior Office Assistant maintains a daily report of activities performed, provides customer service through telephone, researches citizen complaints, and performs various administrative and clerical duties and support. Participation in the budget process and reviewing expenditures to ensure expenses remain within budgeted limits is also required.

Requirements

• Knowledge of correct grammar, spelling, and punctuation.
• Basic knowledge of public administration.
• Knowledge of the City's payroll, accounting, or purchasing procedures.
• Ability to use office machines including, copier, fax machine.
• Ability to maintain records journals and files.
• Ability to write, clear and accurate reports.
• Ability to deal tactfully and courteously with the public and other city employees.
• Ability to handle difficult and unusual situations.
• Ability to analyze information and develop sound conclusions.
• Communicating effectively verbally and in writing.
• Establishing and maintaining strong working relationships.
• High school diploma or GED.
• Two (2) years of administrative experience involving: Accounts payable, Billing, Cashiering/reconciliation, Procurement, Correspondence, Report writing, and/or; Creating/issuing permits.

Responsibilities

• Provides administrative support typically under relatively general supervision within clearly defined guidelines and on assigned projects to assist management.
• Assist with projects as defined by supervisors, including analyzing findings and making recommendations to provide effective administrative support.
• Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.
• Provides interpretation of processes, procedures and policies of relatively straight forward nature with limited discretion or impact typically within a specific program or interpreting procedures of departmental personnel.
• Conducts research on assigned subjects, secures materials for use in preparation of reports, composes correspondence and speeches, writes reports, and obtains various documents upon request to assist management.
• Maintains daily report of activities performed and providing customer service through telephone; researches citizen complaints and performs various administrative and clerical duties and support.
• Participates in the budget process and reviews expenditures to ensure expenses remain within budgeted limits.
• Performs any and all other work as needed or assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees