P/T HR Clerical Assistant II

About the role

Performs clerical work according to established departmental procedures. Work is assigned and reviewed under the general guidance of a supervisor.

Responsibilities

• Perform basic clerical duties including scanning documents for electronic filing, answering telephones, maintaining logs, making copies, assembling materials, and preparing labels for mailings.
• Enter basic data into a computer and operate office equipment such as fax machines, copiers, scanners, and computers.
• Process incoming public records requests.
• Greet visitors entering the department and direct them accordingly.
• Answer incoming calls in a courteous, professional manner; screen and direct calls to appropriate personnel, handle inquiries, and take messages.
• Receive and distribute mail, packages, and faxes.
• Sort, organize, and maintain office records accurately; check, categorize, and digitize documentation for electronic filing.
• Manage document structuring to ensure easy finding and retrieval; handle user requests related to document positioning, finding, and retrieval.
• Assist with public records requests and handle inquiries related to paperwork or documents.
• Inspect the filing section periodically to ensure records are categorized and maintained properly.
• Assist the public and other departments by acquiring information, providing general assistance, and offering information regarding city services; refer questions to appropriate personnel.
• Serve as a backup to front desk personnel for answering phones.
• Provide support to all divisions and perform other related tasks for the department as required.

Requirements

• High School Diploma or equivalent.
• Minimum one (1) year of relevant clerical experience is preferred; a comparable amount of training or experience may be substituted for the minimum qualifications.