Senior Office Assistant Job at City of El Paso, TX – 3.9 in El Paso, TX

Job Description


Education and Experience: A High School diploma or GED, and two (2) years office support experience.

Licenses and Certificates: Some positions may require a Texas Class “C” Driver’s License or equivalent from another state.

General Purpose

Under general supervision, perform a wide variety of general clerical tasks and functions.

Typical Duties

Greet and assist city personnel, officials and the public in person and over the telephone. Involves: Greet and respond to visitors and personnel in a professional manner. Provide appropriate information and documents to the city personnel and the public related to area of responsibility. Exercise of proper telephone etiquette, responding to inquiries, taking messages and forwarding inquires to the appropriate party.

Prepare and edit specialized documents and correspondence for review. Involves: Use of personal computer for the preparation of documents, correspondence, memoranda, forms and certificates. Maintain record keeping and file documents and information in accordance with specified guidelines to include scanning documents. May post simple accounting records, prepare records, vouchers or other documentation.

Review and enter sensitive or complex data, maintain records and files, databases and record keeping sources. Involves: Enter data, verify accuracy maintain and update pertinent data characteristic of assigned area and monitor systems operation. Data may include: accounting (purchase orders, vouchers); human resource data (employee information, payroll data entry); activity/location codes, change orders, inventory, service applications, meeting minutes, material description and unit price, surveys, invoices, requisitions and class C citations, parking citations and charging instruments. Update and prepare spreadsheets, and generate reports (work history, billing, etc.). Review computer generated printouts for accuracy.

Provide computer assistance to users. Involves: Train office personnel in use of various computer programs. Locate computer files, run back up of primary computer server. Assist users with printer problems.

Perform a broad variety of related office clerical activities and support functions. Involves: Maintain inventory and order office supplies, coordinate and schedule meetings, track schedules, prepare payroll documents and complex records, receipt and conveyance of information within area of responsibility, handle petty cash. May perform minor cashiering as a back up.

Receive, review and sort mail, interoffice correspondence, packages and other communications. Involves: Identification of recipient and delivery priority, review and maintenance of appropriate level of confidentiality, and distribution of all communications.

May supervise assigned small staff. Involves: Schedule, assign, instruct, guide and check work. Appraise employee performance. Provide for training and development; enforce personnel rules and regulations, and work behavior standards firmly and impartially. Counsel, motivate and maintain harmony. Interview applicants. Recommend hiring, termination, transfers, discipline, merit pay or other employee status changes.

General Information

For complete job specification, click here.

Salary Range: $11.17 – $15.22 per hour.

The starting salary is generally at the beginning of the salary range.

Test date: To be announced

Please note: This position requires the ability to type at the rate of 35 wpm. A typing certificate will be required within 3 days of the job offer. Typing credentials that have been completed within the last two years will be accepted from School Districts, International Business College, University of Texas at El Paso, El Paso Community College, and the Texas Workforce Commission. Typing Certificate must be on company letterhead, state gross words per minute, net words per minute and number of errors. The City of El Paso Human Resources Department offers typing exams by appointment. To set up a typing exam appointment, please contact the Human Resources Department at (915) 212-0045.

Note: Applicants are encouraged to apply immediately. This position will close when a preset number of qualified applications have been received.

BENEFITSLIFE AND HEALTH INSURANCE Every regular, full-time employee who is paid by the City, shall be entitled to receive group life, accidental death and dismemberment insurance, health insurance coverage as provided by the City. Employees shall be eligible for enrollment during the City’s designated enrollment period. (Amended 08/28/07) Employees shall have the option of membership in a qualified health maintenance organization (HMO) as an alternative to health insurance coverage. Should an employee opt for HMO membership, the City shall contribute to the HMO an amount equal to the health insurance premium the City would have otherwise been obligated to pay on the employee’s health insurance coverage. Any difference between the amount the City contributes and the cost of HMO membership shall be deducted from the employee’s paycheck and forwarded to the HMO.ELIGIBILITY FOR VACATION LEAVEAll regular employees who are regularly scheduled to work on an average, a minimum of twenty (20) hours per week, who have held a position in the City Service for a period of six months from date of employment, shall be eligible for vacation allowance as hereinafter set forth. Part-time employees shall accrue vacation leave at a pro-rated amount of full-time entitlement based on the number of hours that they are scheduled to work. Employees covered by collective bargaining agreements shall accrue vacation as provided in the applicable agreement. Regular employees in the City Service shall accrue vacation credit at the following rates per pay period, calculated from the date of employment of each employee: For 0 – 5 years of service (12 days):40 hour per week employees – 3.70 hours per biweekly pay periodFor >5 to 15 years of service (17 days):40 hour per week employees – 5.24 hours per biweekly pay periodFor >15 or more years of service (20 days):40 hour per week employees – 6.16 hours per biweekly pay periodSICK LEAVE WITH PAYEmployees shall be entitled to accrue sick leave with pay in accordance with the Rules of the Civil Service Commission. ACCIDENT WITH PAY LEAVE The Amended Section 4.4 of the Ordinance shall become effective upon adoption and shall apply to occupational injuries and occupational diseases occurring on and after date of adoption. Occupational injuries and occupational diseases occurring before such date will be governed by the Ordinance in effect at the time of the date of injury or disease. PREGNANCY LEAVE A) Pregnancy shall be treated the same as any other temporary physical disability. B) An employee on pregnancy leave shall use accumulated and unused regular sick leave time and then (unless granted use of special sick leave) shall be on leave without pay, unless the employee chooses to use any accumulated and unused annual leave. C) An employee going on pregnancy leave shall give written notice to her department head with appropriate medical verification. Before returning to work from pregnancy leave, the individual will provide appropriate medical documentation releasing the employee to return to work, as is required for any individual who has been on leave for a temporary physical disability. LEGAL HOLIDAYS The following days are hereby declared legal holidays for all the City departments, provided that the provisions of this section shall not apply to members of the Fire Department whose duties are to prevent or extinguish fires, or to members of the Police Department whose duties are those of law enforcement: (Amended 10/03/95) 1. First day of January (New Year’s Day) 2. Third Monday in January (Martin Luther King Holiday)3. Last Monday in May (Memorial Day)4. Fourth day of July (Independence Day) 5. First Monday in September (Labor Day)6. Fourth Thursday in November (Thanksgiving Day)7. Fourth Friday in November (Day after Thanksgiving) (Amended 02/24/09)8. Twenty-fifth Day in December (Christmas Day)9. Employee’s Birthday In addition to the above days, the following days are also declared to be legal holidays: 1. Any day designated as a holiday by City Council. 2. When any legal holiday falls on a Saturday, the preceding Friday shall be considered a legal holiday. 3. When any legal holiday falls on a Sunday, the following business day shall be considered a legal holiday.

About Company

Company: City of El Paso, TX – 3.9

Company Location:  El Paso, TX

Job Category:

About City of El Paso, TX - 3.9