Office Aide

Office Aide

Under the direction of the assigned supervisor, the Office Aide performs light clerical and recordkeeping duties related to the distribution of information and supplies. Responsibilities include filing department documents, distributing mail, answering multi-line telephones, purchasing and maintaining office supply inventory, and performing related duties as assigned.

Essential duties and responsibilities may include, but are not limited to the following:

• Performs routine clerical duties, including sorting and distributing mail, maintaining files, and assisting with correspondence.
• Assists with the preparation of marketing flyers and other informational materials.
• Copies, scans, and distributes records, agendas, and other documents.
• Maintains department files and records.
• Assists the public by responding to inquiries at the counter and by telephone.
• Serves as a counter clerk, receptionist, and/or telephone operator.
• Maintains office supply inventory and orders supplies as needed.

Minimum qualifications include a high school diploma or GED equivalent and six (6) months of general clerical experience, including customer service or public contact experience. Knowledge of city policies, procedures, and regulations, modern office methods, practices, procedures, and equipment, including software and database programs, filing methods and recordkeeping practices, modern document imaging systems, English usage, spelling, grammar, punctuation, and basic mathematical principles is required. Skills in and ability to provide high-quality customer service, communicate clearly and effectively, both verbally and in writing, organize and prioritize work, follow oral and written instructions accurately, identify problems, gather relevant information, and develop appropriate solutions, manage situations requiring diplomacy, fairness, firmness, and sound judgment, proofread documents to identify errors in spelling, grammar, punctuation, and English usage, prioritize and schedule workload to ensure timely completion, establish and maintain effective working relationships with those contacted in the course of work, apply safe work practices, and type accurately at a net speed of 40 words per minute are also required.

Physical demands include working primarily in an indoor office environment and in close proximity to other workers, exposure to conditions normally encountered in an office environment, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, seeing and repetitive motions, medium work, seeing and hearing in the normal range, with or without correction, and the ability to communicate effectively both verbally and in writing. Incumbents must have the stamina to work long hours and overtime, if assigned, and must be willing to work an irregular schedule, which may include weekends, holidays, evenings, and/or varying shifts.