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Office Assistant, (B252210-2), 201, Administration ID-7346

Job Description

Provides administrative support to one or more City departments. Answers phone calls, schedules appointments, prepares reports, and assists with benefits applications.

Essential Functions/ Job Competencies/ Physical Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

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  • Assists patrons and service providers with general customer service, responding to a variety of questions and requests.
  • Performs various routine and defined clerical tasks. Prepares, files, and maintains physical or electronic records and documents in required formats; compiles and verifies information using standard procedures; conducts data entry; and assists with general office tasks such as copying, mailing, and ordering supplies.
  • Prepares, maintains, processes, and distributes reports and records.
  • Assists with cash handling, billing, and payroll
  • Logs, dispatches, and completes workorders.
  • Coordinates and schedules meetings.
  • Performs related work as required.

Knowledge Of

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

  • Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400, Mosaic
  • Knowledge of English grammar, spelling, and punctuation
  • Knowledge of relevant policies and procedures
  • Knowledge of basic arithmetic

Skills And Abilities

  • Skill in customer service delivery.
  • Skill in planning, organization, and time management.
  • Skill in performing a variety of duties, often changing from one task to another of a different nature.
  • Ability to problem solve and demonstrate sound judgement.
  • Ability to maintain a positive attitude and display professionalism.
  • Ability to establish and maintain effective working relationships.
  • Ability to meet schedules and deadlines of the work.
  • Ability to maintain the confidentiality of information and professional boundaries.
  • Ability to communicate clearly and effectively both orally and in writing.
  • Ability to maintain good planning and organizational skills.
  • Ability to take and follow directions from supervisor.
  • Ability to give directions to and gain compliance from assigned staff.
  • Ability to perform strenuous work and routine work.
  • Ability to maintain a valid Texas Driver License and a good driving record.
  • Ability to project a positive and professional image of the City of Laredo.
  • Ability to effectively communicate both orally and in writing in the English language and orally in the Spanish language.
  • Ability to comply with all City of Laredo's policies and procedures.
  • Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements

Position will have the following exposures

  • Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
  • Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations

Position will require the employee to work in the following types of work environments

Never

  • Outdoor environment
  • Street environment (near moving traffic)
  • Construction site
  • Confined space

Sometimes

  • Vehicles
  • Warehouse environment

Often

  • Office or similar indoor environment

Exposures

Position will require the employee to be exposed to the following environmental elements

Never

  • Individuals with known violent backgrounds
  • Extreme cold (below 32 degrees)
  • Extreme heat (above 100 degrees)
  • Communicable diseases
  • Moving mechanical parts
  • Fumes or airborne particles
  • Toxic or caustic chemicals or substances
  • Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Travel

Position will require the employee to travel

Never

  • Regional travel
  • National travel
  • International travel

Sometimes

  • Local travel

Minimum Qualifications

Required Education and Experience

  • High School diploma or G.E.D. equivalency
  • At least six (6) months of general work experience

Valid Licenses and Certifications

Required Education And Experience

  • Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver's License must be obtained 6 months from employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.

The City of Laredo provides a benefit compensation package that includes the following for all Full-time regular employees:

  • 10 days of paid vacation per year
  • 6 1/2 days sick leave per year
  • Pension plan
  • 16 paid Holidays
  • Paid health*
  • Dental plan*
  • Life insurance*

*30 day waiting period

For a full description of our benefits, please visit our website at: www.cityoflaredohr.com under Employee Benefits

01

Are you a current regular full-time or part-time City of Laredo employee?

  • I am a full-time City of Laredo employee
  • I am a part-time City of Laredo
  • I am not a full-time or part-time City of Laredo employee

02

What is your highest level of education?

03

Do you have at least six (6) months of general work experience?

  • Yes
  • No

04

I understand that failure to complete ALL sections of my application, including the "Driver License" (if appicable), "Education", "Work Experience", "Certifications and Licenses" (if applicable), "Agency-Wide Questions", and "Job Specific Supplemental Questions" will result in my application not being processed.

  • I have read and understood the above information.
  • I have read and do not understand the above information. I will contact the Human Resources Department for further explanation.
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6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

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