Metro Plan Office - Office Assistant III - PT - MPO

General Description

To perform a variety of responsible clerical, administrative, and bookkeeping duties in support of assigned department including:

• Type instructional and financial reports, forms, and letters
• Process documents associated with City and regulatory agencies compliance
• Issue check requests
• Maintain office administrative records including accounts payable and receivable
• Process technical documents
• Perform all tasks as directed
• Provide exceptional customer service to the public

Supervision Exercised

This position exercises no supervision.

Important And Essential Duties

Congratulations on your new role! Here are some key responsibilities you'll be handling:

• Coordinate and prepare for meetings including the preparation of agenda packets from MS word into pdf format, posting public meetings, and the creation and maintenance of associated records including meeting minutes.
• Oversees the creation of internal and external communication material for internal and public distribution. Includes creation, coordination, editing, publishing, and distribution of newsletters and other public outreach materials and social media outlets.
• Performs research and compiles data/reports for planning purposes and to ensure compliance with applicable local, state and federal laws, regulations, and ordinances. Prepares exhibits, statistical data, and supports information for conferences and meetings.
• Manages department files and records; compiles information from records to prepare reports. Maintains records retention schedule accordingly. Maintains equipment inventory list.
• Prepares check request, purchase orders, and vouchers to pay department expenses. Maintains office supplies. Assists and coordinates the maintenance of the website contents.
• Greets visitors by phone and in person and ascertains the nature of their business, provides assistance and/or referral, explains policies and procedures. Schedules appointments and maintains the division staff’s calendar, assists with the scheduling and arranging of meetings including travel details, facilities, lodging, and a variety of other related details.
• Operates all types of office machines including phone, fax machine, copier, and computer terminals.
• Other Job Related Duties: Operate a City in the course of business and/or other mobile equipment on behalf the City or is otherwise designated by the City.

Knowledge, Skills, And Abilities

• Fluent English, spelling, punctuation, and basic arithmetic.
• Office equipment and software, including Word, Excel, and Google Suite, filing systems and procedures.
• Office practices and procedures including proper public contact and telephone etiquette.
• Operate office equipment including computer equipment and type at a speed necessary for successful job performance.
• Be organized and customer service-oriented.
• Produce publications, newsletters, and social media content.
• Organize work effectively and use time management skills.
• Communicate effectively both orally and in writing with emphasis on writing skills, including proofreading, editing, and reading/writing for technical content.
• Maintain records and files. Prepare reports.
• Interpret local, state, and federal laws and legislation as needed to perform job.
• Work independently in the absence of specific instructions.
• Understand and carry out directions.
• Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
• Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
• Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience And Training Guidelines

• Two (2) years of general clerical experience is required.
• English-Spanish bilingual is preferred.
• A high school diploma or GED is required.
• A valid Texas Driver’s License is required, the ability to obtain within ninety (90) days of employment, or a military waiver is required.

Special Requirements

• Essential duties require the following physical skills and work environment:
• Sedentary – lifting of no more than 10 pounds
• Light – lifting no more than 20 pounds; carrying up to 10 pounds
• Moderate – lifting no more than 50 pounds; carrying up to 25 pounds
• Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
• Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
• Standing – Extensive (100 – 70% of the time)
• Sitting – Moderate (60 – 30% of the time)
• Walking – Infrequent (20 – 10% of the time)
• Lifting – Extensive (100 – 70% of the time)
• Carrying – Moderate (60 – 30% of the time)
• Pushing/Pulling – Infrequent (20 – 10% of the time)
• Overhead Work – Infrequent (20 – 10% of the time)
• Bending – Infrequent (20 – 10% of the time)
• Crouching – Infrequent (20 – 10% of the time)
• Kneeling – Infrequent (20 – 10% of the time)
• Crawling – Infrequent (20 – 10% of the time)
• Twisting – Infrequent (20 – 10% of the time)
• Climbing – Infrequent (20 – 10% of the time)
• Balancing – Infrequent (20 – 10% of the time)
• Vision – Extensive (100 – 70% of the time)
• Hearing – Extensive (100 – 70% of the time)
• Talking – Extensive (100 – 70% of the time)