Office Assistant II

Job Title

Administrative Support

Job Description

This position is responsible for providing administrative support for the operations of the department.

Examples Of Duties

• Provides support to the Finance Department; prepares correspondence; schedules meetings; takes messages; prepares minutes and reports. • Assists in the preparation of Finance Department agenda memos for City Commission. • Assists the general public in the completion of a variety of applicants; reviews applications for accuracy and completeness; processes applications as required. • Performs batch scanning of documents into document retention system. • Enters purchase orders for departmental invoices; reconciles credit card purchases and prepares inter-office billings. • Processes and distributes incoming mail; prepares mail and email mass mailings. • Coordinates the publication of legal documents and provides documentation for special assessments. • Receives and processes payments for special assessments. • Maintains office supply inventory; solicits quotes and reorders as needed. • Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel. • Enters data related to the transfer of deeds; assists Appraisers in producing Commercial Sales Sheets; retrieves and exports data from the CAMA database. • Identifies property by legal description and parcel address. • Prepares copies of plat maps for customers. • Edits and prints reports and correspondence. • Schedules interviews and documentation for new employees. • Makes employee travel accommodations. • Updates webpage. • Creates fillable forms and documents. • Maintains office files and records. • Performs related duties to assist Assessing, Fiscal Services, and Information Technology Divisions.

Minimum Qualifications

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent. • Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Supplemental Information

• Applicants must be currently authorized to work in the United States on a full-time basis. City of Bismarck does not provide visa sponsorship for this position. • Knowledge of modern office practices and procedures. • Knowledge of city and departmental policies and procedures. • Knowledge of computers and job-related software programs, including Microsoft Office products. • Knowledge of records management principles. • Knowledge of customer service principles. • Skill in prioritizing and organizing work. • Skill in the provision of customer services. • Skill in the maintenance of files and records. • Skill in the use of such office equipment as a computer, scanner, fax machine, and copier. • Knowledge of North Dakota Century Code property tax exemption guidelines. • Skill in oral and written communication.