Office Assistant - Detention

Job Announcement

City of Myrtle Beach, South Carolina

Job Description

The purpose of this position is to provide routine assistance in clerical and administrative activities for an assigned division or department including General Reed Recreation Center, the Historic Myrtle Beach Train Depot, City of Myrtle Beach picnic shelters and Special Events.

Essential Job Functions

Answers telephone calls and greets visitors: ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary.

Performs customer service functions: provides information/assistance regarding departmental services, activities, procedures, forms, fees, or other issues; responds to routine questions, complaints, or requests for service; initiates problem resolution; refers complaints/problems to appropriate personnel.

Types, composes, prepares, or completes a variety of correspondence, forms, reports, records, or other documents requiring knowledge of department programs, policies and procedures; researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness.

Processes incoming/outgoing mail/email: sorts, organizes, opens, and/or distributes incoming mail/email; processes outgoing mail/email.

Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; initiates purchase orders for new or replacement materials; receives/distributes incoming supply shipments.

Maintains file system of division/departmental records; prepares files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; assists in maintaining current training files and applicant files; maintains reference materials such as vendor lists, program schedules, code books, training manuals, standard operating procedures, mailing lists or other materials.

Assists department management with routine clerical tasks; makes phone calls; makes copies; receives and sends faxes, etc.

Receives various forms, reports, correspondence, logs, time sheets, attendance records, applications, invoices, check requests, purchase orders, personnel forms, budget documents, contracts, work orders, newsletters, policies, procedures, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.

Communicates with supervisor, City employees, County officials, vendors, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Operates a personal computer, postage machine, telephone, general office equipment or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

Office Assistant assigned to the Convention Center performs the following additional duties:

Updates the Convention Center website with information related to upcoming events including: dates, logos, times, and any other important event information.

Monitors and posts to social media pages such as Facebook, Twitter, Flickr, and Pinterest, relating to events and any upcoming pertinent information.

Collaborates with the sales team, marketing, and general manager on special projects for sales trips, marketing materials, and any projects as requested by the team.

Processes and updates documentation related to events; copies and distributes all event work orders to appropriate personnel; publishes and distributes the Monthly Event Calendar; edits, updates, and distributes Yearly Event Calendar; updates and operates events utilizing the two marquee signs.

Maintains personnel files for accuracy and completes appropriate paperwork for signature for new hires, terminations, and requisitions for job postings to distribute to human resources.

Maintains a calendar for conference rooms, schedules appointments, meetings, conferences or other activities.

Office Assistant assigned to the Police Department performs the following additional duties:

Updates and maintains various case files and databases; receives, examines, and enters case reports and bond paperwork; prepares follow-up reports; transcribes interviews for detectives; types confidential informants biographical worksheets; retrieves information from multiple computer databases; assembles case files for preliminary hearings and Grand Jury and Court sessions.

Processes property seizure and assets forfeiture documentation; receives paperwork; assembles seizure files; advises Property and Evidence of seized money to be deposited; maintains and updates seizure log book and assets forfeiture spreadsheet; receives final Court orders regarding seizures; sends letter to Finance Department regarding breakdown of disbursement; provides copies to appropriate personnel.

Maintains training records and documentation; updates training database; tracks training offered and participated in; schedules time and dates for training for police personnel and other City employees; sets up and breaks down equipment and classrooms used for training purposes; forwards all documentation to appropriate personnel; files all related documentation.

Maintains personnel and applicant records and documentation; enters and updates personal information, including promotions and position changes, into database as necessary; prepares and send letters to applicants; schedules and confirms testing dates with applicants; forwards appropriate paperwork to Hiring Board.

Processes accounts payable documentation; prepares bills, invoices and orders for payment; places and receives orders for supplies and equipment; updates and maintains accounts payable database; prepares per diem for those attending training classes; contacts vendors in regards to orders placed; copies, files and forwards documentation according to established procedures.

Maintains, reviews and completes various forms, logs and databases; enters pawn tickets; prepares marijuana test request forms; keeps and maintains visitor logs; maintains logs and records for vehicles assigned to the division, including maintenance logs, gas usage logs, and mileage logs; reviews taxi applicants for accuracy; reviews applicants requesting fingerprints for qualifications.

Office Assistant assigned to Public Works performs the following additional duties:

Receives accident reports from City employees; types and records all information; figures damage and repair costs; attends Safety Committee meetings; records rulings; forwards all documentation to appropriate personnel.

Maintains personnel records and documentation; updates training log; calculates hours needed; coordinates the completion of and records hours used for Leave of Absence; verifies leave slips with remaining leave time; updates time sheet database with new/terminated employees; prepares and distributes new time sheets; prepares and types information for employee evaluations; forwards all documentation to appropriate personnel; files all related documentation.

Monitors radio; relays directions, information or instructions necessary to complete work activities.

Monitors security gate; updates automated key entry system with new/terminated employee information; issues cards to new employees.

Schedules interviews for open positions; phones applicants; schedules and confirms interviews with all parties; types and mails letter for applicants not hired.

Office Assistant assigned to the Parks, Recreation, and Sports Tourism Department performs the following additional duties:

Processes forms and registrations relating to department services, such as program enrollment, sports scheduling, or other purposes; distributes registration forms and provides information; enters registration information into database; collects fees and processes completed registrations.

Processes documentation pertaining to receipts and expenditures; prepares daily bank deposit statements; deposits funds; copies and forwards documentation to the Finance Department; prepares purchase orders and forwards purchasing data to the Finance Department; reviews daily cash journals, invoices, purchase orders, or other documents for accuracy; researches discrepancies; assigns proper accounting/budgetary codes; obtains proper signatures; forwards for payment; maintains files and records.

Office assistant assigned to General Reed performs the following additional duties:

Maintains and updates a calendar of facility rentals for General Reed Recreation Center, the Historic Myrtle Beach Train Depot, and City of Myrtle Beach picnic shelters; collects facility rental paperwork and permits and corresponding payments, maintains records of rentals and payments; conducts facility tours as needed.

Attends Special Events meetings and records appropriate documentation from meetings; process Special Events applications; handles invoices/billing for Special Events.

Additional Functions

• May process fees such as those for memberships; supplies receipt, gives change, logs into system or on manual sheets; tallies daily; and makes bank deposits.
• Performs other related duties as assigned, requested and required.

Minimum Qualifications

Education and Experience:

Requires a high school diploma or equivalent; one (1) year of experience in clerical work preferred. Knowledge of Microsoft Word and Excel.

Licenses or Certifications:

None.

Special Requirements:

None.

Knowledge, Skills and Abilities:

• Knowledge of office equipment, processes, and practices.
• Knowledge of customer service principles.
• Knowledge of assigned department programs, policies and procedures.
• Knowledge of bookkeeping.
• Skill in typing.
• Skill in gathering information before taking action.
• Skill in marshalling resources to get things done.
• Skill in breaking down goals into achievable steps.
• Skill in communicating, both