Office Assistant II

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Nature of Work

The City of Grand Rapids will create an eligible list of qualified candidates to be used in the filling of vacancies in Office Assistant II position, throughout the city. The eligible list will remain effective for a minimum of six (6) months. 

The purpose of this job is to perform highly varied general office and clerical work.  Work involves performing a variety of duties in which set sequences of guidelines or procedures are applied to the processing of data, forms and records and the typing of such material.  Acts as 2nd line of support to more involved concerns from 311.  

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.

• Acts as a receptionist; ascertains nature of contacts
• Provides information related to the department's or division's policies and practices or regulatory guidelines 
• Refers telephone or direct complaints and inquiries to other staff, as necessary
• Receives, sorts and distributes incoming mail
• Processes reports, forms, payments, billings or other similar materials
• Performs data entry and uses word processor
• Reviews documents for accuracy and completeness, notes discrepancies and consults with supervisors or other employees, as appropriate, for resolution
• Operates various office equipment, including computers and other electronic equipment
• Maintains electronic and manual filing systems according to prescribed departmental procedures
• Posts data to individual records, including payroll records
• Delivers files to other offices' and departments as requested
• Coordinates with City 311 department in completing service messages 
• Performs related work as required

• High school diploma (or GED equivalent)

• At least one (1) years of related work experience in general clerical or office work  

• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities