Office Assistant – Building Department

Administrative/Clerical
Rockford
Posted 6 days ago

Office Assistant

DEFINITION: Under general direction, performs work of moderate difficulty in secretarial and clerical tasks.

 

EXAMPLES OF DUTIES:

  1. Communicates and provides information to the general public and staff, providing requested information, or referring the individual to an appropriate official.

 

  1. Manages phone system and maintains radio contact / dispatch with appropriate field personnel.

 

  1. Prepares and distributes letters, memos, ordinances, contracts, committee agendas and minutes, reports, liens, deeds, leases, and other legal documents as required.

 

  1. Schedules meetings and notifies required personnel.

 

  1. Manages document storage and files for the department.

 

  1. Maintains basic financial records for the division.

 

  1. May train new clerical personnel.

 

  1. Receives and distributes mail.

 

  1. Operates a variety of office equipment.

 

  1. May order office supplies.

 

  1. Performs other duties as required.

 

KNOWLEDGE AND SKILLS:

Knowledge of: office terminology and procedures, the operation of office equipment and machines and personal computers. Knowledge of MS Office Suite or other word processing, spreadsheet and data base software standard that may be adopted by City departments. Knowledge of business English, spelling and arithmetic. Knowledge of computerized timekeeping and payroll systems, as required by the position. Ability to maintain the confidentiality of communications, files and documents.

 

WORKING CONDITIONS & PHYSICAL DEMANDS:

Work is performed primarily in an office setting and is essentially sedentary with occasional walking, standing, lifting, bending, or physical activities carrying items under 25 pounds.  Many tasks may have set deadlines and involve volume processing.  Some driving may be involved.

 

TRAINING AND EXPERIENCE:

High School Diploma or G.E.D.. Completion of two (2) secondary or post-secondary level courses in keyboarding, software skills, office practices or related courses and two (2) years of secretarial experience, or any equivalent combination of training and experience.

 

NECESSARY SPECIAL REQUIREMENTS:

In those positions where driving is a part of the job duties: Valid Illinois Driver’s License

Ability to maintain reasonable and customary attendance.

Ability to work well with the general public.

Bilingual Spanish/English

 

 

 

 

 

 

 

 

 

 

Job Features

Job CategoryFirst Shift, Full Time

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