Senior Office Assistant

Posting number: 2700156

Department: Finance & Admin Services

Division: FA-Claims - Workers' Comp

Job classification: Senior Office Assistant

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Risk Management

Summary

Participate in processing, monitoring and maintaining documents regarding a variety of City programs in support of an assigned department or division; assist all professional staff with routine and/or clerical duties; maintain department filing systems records and databases; provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems;  and perform a variety of customer service duties relative to the assigned area of responsibility. Work directly with the public.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

 

Examples of duties

ESSENTIAL FUNCTIONS: Essentialfunctions may include, but are not limited to the functions listed below. Mustbe able to perform the essential functions of the job with or without areasonable accommodation.

1. Participate in processing, inputting, monitoring and maintaining documents regarding a variety of City programs in assigned area. Enter claims data into claims system. Process department mail. 
2. Assist all professional staff with routine and/or clerical duties; and to perform a variety of duties relative to the assigned area of responsibility.
3. Maintain department filing systems, records and databases; develop, implement and modify filing systems.
4. Prepare and proofread a variety of documents including general correspondence, fliers, memoranda and reports using Office Suite.
5. Will work with Outlook, Excel, PowerPoint and other department related software and database systems.
6. May prepare purchase requests and logs; order and maintain inventory of office supplies; order uniforms, books, magazines, pamphlets and various materials, supplies and equipment as needed.
7. May process vendor invoices for payment; input information into the computer.
8. Answer multi-line telephone; screen and route incoming calls; respond to complaints and inquiries in a timely and efficient manner; direct person or matter to the proper staff member, division or department.
9. Provide front counter assistance, including providing information on processes, guidelines, policies, procedures, and systems.
10. May assist with basic accounting duties.
11. Prepare and maintain computerized records, rosters, lists, and logs; ensure information currency and accuracy; enter pertinent information into the computer.
12. Maintain confidential records according to established rules and regulations. May work with IPRA related documents. 
13. May assist in the review, preparation and processing of payroll activities.
14. May assist in the coordination of travel arrangements.
15. May lead lower level clerical staff.

SUPPLEMENTAL FUNCTIONS:

1. Perform related duties and responsibilities as required.
2. May proctor a variety of tests, create accounts and passwords for exams and skills training; maintain testing equipment and facilities for the testing environment.
3. May schedule testing, distribute test scores and provide information regarding testing requirements to testers.
4. May respond to public inquiries received from 311 call center tickets;  provide information as requested within the area of assignment.
5. Scheduling meeting rooms as needed
6. May distribute and scan mail to associated units with the department.

Qualifications

Education directly related to the minimum requirements below may be substituted for experience on a year for year basis.

High school diploma or GED; and 

Three (3) years of clerical or office assistant experience.

Supplemental information

Environmental:
Office environment; exposure to computer screens.

Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting for prolonged periods of time; extensive use of computer keyboard; moderate lifting.