Dallas Police Departmentposted 10 months ago
$40,035 - $44,096/Yr
Part-time
Dallas, TX
Justice, Public Order, and Safety Activities

About the position

The Office Assistant II position is designed to provide intermediate to advanced level office support across various departments within the organization. This role is crucial for maintaining efficient office operations, which includes managing filing systems, supporting payroll functions, and performing a variety of clerical and secretarial duties. The Office Assistant II will be responsible for processing mail, payment processing, and operating office equipment, ensuring that all tasks are completed accurately and efficiently. In this role, the Office Assistant II will engage in a wide range of office support duties. This includes completing forms, maintaining logs, collecting payments, and preparing cash reports. The position requires strong organizational skills to compile and organize data, facilitating routine paperwork processing. The Office Assistant II will also support other Office Assistants, providing expertise in challenging situations to ensure smooth office operations. Customer service is a key component of this position, as the Office Assistant II will perform receptionist activities, communicating with a diverse group of individuals including citizens, employees, and vendors. Excellent customer service skills are essential, as the role involves providing information and direction to various stakeholders. Additionally, the Office Assistant II will be tasked with secretarial duties, such as answering phones, taking messages, and scheduling appointments for managers. The role also includes preparing, reviewing, and proofreading correspondence and reports, ensuring that all documents are accurate and up to date. Training and development of newer Office Assistants will also be part of the responsibilities, promoting efficiency and accuracy within the team. The Office Assistant II will maintain a daily report of activities, provide customer service through telephone interactions, and handle citizen complaints. The position requires sorting and distributing mail, processing outgoing mail, and operating reproduction equipment for copy services. Overall, the Office Assistant II plays a vital role in supporting the daily operations of the office and ensuring that all tasks are completed effectively.

Responsibilities

  • Perform a variety of office support duties including completing forms, maintaining logs, collecting money, preparing cash reports, and compiling and organizing data.
  • Perform receptionist activities and communicate with a wide variety of people in person and by telephone, demonstrating excellent customer service skills.
  • Perform secretarial and clerical duties to support a manager or group of managers, including answering telephone calls, taking messages, and scheduling appointments.
  • Prepare, review, and proofread correspondence, memos, and reports to ensure accuracy; conduct training for newer Office Assistants.
  • Process payment invoices, maintain filing systems, track deadlines, attend meetings and take minutes, make travel arrangements, and handle petty cash and data entry.
  • Maintain daily report of activities performed and provide customer service through telephone; research citizen complaints and process cash refunds according to department policies.
  • Sort, order, and distribute all incoming inter-office and U.S. mail and process outgoing mail; operate reproduction equipment for copy services.
  • Perform any and all other work as needed or assigned.

Requirements

  • High school diploma or GED.
  • One (1) year of general office administration experience.
  • An associate degree (or higher) in any field will meet the education and experience requirements.

Nice-to-haves

  • Spanish/English bilingual skills are a plus.
  • Knowledge of procurement processes, AMS Advantage, Microsoft Excel, Access, and inventory management is preferred.
  • Experience in public speaking is a plus.
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