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City of Dallas · 2 days ago

Office Assistant II (Dallas Water Utilities)

Dallas, TX

Full-time

Onsite

Entry Level

1+ years exp

The City of Dallas is seeking an Office Assistant II to perform intermediate to advanced level office support functions for various departments. The role involves clerical and secretarial duties, maintaining filing systems, and providing excellent customer service to citizens and staff.

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Responsibilities

Performs a variety of office support duties including completing forms, maintaining logs, collecting money, preparing cash reports, and compiling and organizing data to facilitate routine paperwork processing; supports other Office Assistants and provides expertise in challenging situations

Performs receptionist activities and communicates with a wide variety of people in person and by telephone including citizens, employees, agencies, other city departments, and vendors to provide information and direction; demonstrates excellent customer service skills

Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments

Prepares, reviews, and proofreads correspondence, memos and reports to be signed by the supervisor to ensure accuracy; reviews, edits, and updates information and documents as needed; conducts training and development for newer Office Assistants to ensure efficiency and accuracy of work

Performs a wide variety of office activities such as processing payment invoices, maintaining filing systems, tracking deadlines, attending meetings and taking minutes, making travel arrangements, processing mail, preparing payroll, handling petty cash and data entry to assist with office operations

Maintains daily report of activities performed and providing customer service through telephone; researches citizen complaints and amount of payment to ensure charges are accurate; makes various cash refunds according to department policies and procedures

Sorts, orders, and distributes all incoming inter-office and U.S. mail and processes all outgoing mail; picks up and/or delivers inter-office and outgoing mail at different city locations to ensure prompt mail distribution; sorts inter-office and incoming U.S. mail; operates reproduction equipment to make copies for those requesting copy services

Performs any and all other work as needed or assigned

Qualification

Office administrationCustomer serviceData entryBilingual (Spanish/English)Clerical dutiesBookkeepingMail processingSecretarial dutiesCommunication skills

Required

High school diploma or GED

One (1) year general office administration experience

Must pass an intensive background investigation and drug test

No FELONY or Class A MISDEMEANOR convictions

No Class B MISDEMEANOR convictions within the last ten (10) years

No family violence convictions

Cannot currently be on deferred adjudication for any FELONY, Class A or Class B MISDEMEANOR

Preferred

Spanish/English bilingual skills are a plus

Experience in logging and processing warrants received from Detention Services, Open Records requests, expunctions, maintaining the Warrant Database and At-Large filing system

Ability to coordinate and ensure the Legal Services Unit records are retained and archived in accordance with the records retention schedule and procedures

Responsible for processing requests for an officer's appearance before the City Manager by generating a no standby court notice

Process routing slips for various counties

Assist the D.A.'s Office, Dallas Sheriff's Office, Dallas Fire Department, Records, and the Dallas P. D. Filing Units with daily problems or questions related to the case filing