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Office Assistant II

Company: City of Bellingham
Location: Bellingham
Posted on: March 11, 2020

Job Description:

Office Assistant IIPrintApplyOffice Assistant IISalary$38,328.00 AnnuallyLocationCity of Bellingham, WAJob TypeFull TimeDepartmentMultiple DepartmentsJob Number20-Office Assistant II (Feb)Closing3/20/2020 4:30 PM Pacific

  • Description
  • Benefits
  • QuestionsNature of WorkClosing Date/Time: Fri. 3/20/20 4:30 PM Pacific TimeStarting salary rate is at Step 1 ($3,194/month) for full time positions. The full salary range for this position is $3,194/month - $3,898/month.This recruitment process will create a register that will be used to fill anticipated vacancies. This register will be used to fill part-time or full-time vacancies should they occur. The Civil Service Eligibility Register will remain in effect for six months. This position is represented by a union.There is 1 Full Time position (40 hours per week) with the Finance Department.JOB SUMMARY:Performs intermediate-level, detailed and technical clerical duties requiring broad knowledge of a department's/division's functions and procedures. Work is performed independently in accordance with established methods, practices and systems.EXAMPLES OF WORK:
    • Independently prepares, maintains and disseminates detailed records and statistics; establishes and updates manual and computerized recordkeeping systems to retain and retrieve files requiring knowledge of department procedures.
    • As directed, compiles data from varied sources and makes summary reports. May involve statistical calculations and tabulations in accordance with established formulas and equations.
    • Searches files and records for readily identifiable information as directed or based on City policies or legal requirements. Obtains information from other groups as necessary and as authorized in order to complete own assignment. Notifies other agencies/departments as per policy.
    • Initiates completion of regularly recurring reports and standard form letters. Maintains accumulative records, making periodic audits as necessary; maintains follow-up system on reports requiring action on a periodic basis.
    • Coordinates, schedules and arranges specific division services with various staff members, departments or agencies. Notifies participants of schedule.
    • Verifies data, then enters and edits reports or information on computerized recordkeeping system.
    • Receives visitors to a department or division, ascertains the nature of their business; assists them when within scope of authority and refers others to appropriate individuals or departments. This may involve such duties as issuing licenses and permits as authorized, providing copies of published materials, circulating library materials and other related matters.
    • Responds to telephone and in-person inquiries from public and other departments when information requested is specifically provided and known such as from published records, specific directories and procedures, computer data bases or calendars of events. Explains division policies, procedures and processes.
    • Working from specific instructions and procedures, performs various posting and balancing of assigned portions of records and accounts such as payroll, accounts payable or utility billings. May initiate invoices.
    • From hand written drafts or verbal instructions, prepares a variety of letters, memos, forms and reports using office machines as required such as computer terminal, typewriter, word processor, calculator, data processing, photocopier and other standard office equipment. Proofs own material to assure proper layout, arrangement, grammatical composition and inclusion of all pertinent information from the source.
    • May file, sort and distribute mail, post notices and memos to bulletin boards, replenish office supplies.
    • May be called upon to assist other groups or departments, handle switchboard, act as receptionist, or greet and escort visitors.
    • Performs other related duties as assigned.Experience and Training
      • Two years of progressively responsible clerical experience or any combination of experience and education which provides the applicant with the desired skills, knowledge and ability to perform the job.
      • Word processing and computerized record keeping experience preferred.
      • Coursework or experience in basic bookkeeping preferred for selected positions.
      • Valid Washington state driver's license is required for selected positions.
      • Ability to type at 45 WPM net required.**A recent typing test score is required as part of your application. Click for instructions. Necessary Special Requirements
        • Employment contingent upon passing a criminal conviction and local background check.
        • Police security clearance is required prior to hire for selected positions. (not required for current vacancies)Selection ProcessYou are encouraged to print a copy of this job announcement for your reference as the process moves alongPlease ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). The information provided in your application must support your selected answers in the supplemental questionnaire. Provide as much detail as you believe will fully describe your experience and training. Cover letters and resumes are not reviewed to determine if your application meets minimum qualifications. Supplemental Questionnaire responses not supported in your application will disqualify you from consideration for this position. Application Review process:
          • Minimum Qualifications: Candidates must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around March 24, 2020.
          • Supplemental Question Review: The applicants that meet minimum qualifications will go through a Supplemental Question Review. Relevancy of your experience and training, together with composition, grammar, spelling and punctuation will be considered when evaluating responses. Applicant status will be updated on or around April 1, 2020.
          • The top twelve (12) scoring candidates from the Supplemental Question Review will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of April 13, 2020.
          • Candidates will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: Supplemental Question Review (40%) and Oral Board Interview (60%).The final candidates will be referred to the department for additional assessment.The Civil Service Eligibility Register will remain in effect for 6 months, or longer as established by the Civil Service Commission at a later date.Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently.Equal Opportunity:Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.Fair Hiring Practices
            • The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.
            • The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.
            • The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.
            • The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section for additional information.This position is represented by the AFSCME 114 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the AFSCME 114 labor agreement.This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website for more information on PERS.Civil Service InformationThis position is subject to the Bellingham Civil Service Commission. When a vacancy occurs, the top fifteen candidates or the top 25% of the register will be forwarded to the department for further consideration. All new Civil Service employees are subject to a one-year probationary period. A candidate may challenge the scope, content, or method of an examination or test, and a protest may be filed in writing with the Examiner within five (5) days following the date of the challenged examination. A candidate may also challenge the scoring of an examination or test, failure of the candidate on any part of an examination, or clerical error in examination results of any examination or test, and a protest may be filed in writing with the Examiner within five (5) days of notification of the challenged result. The Examiner shall consider all timely filed protests and make appropriate corrections if an error is demonstrated.Veteran's Scoring CriteriaApplicants who have been honorably discharged from active military duty may be eligible to receive veteran's scoring criteria points as provided by Washington State Law (RCW 41.04.010). Candidates who would like to claim Veteran's Preference points must include a copy of their DD214 with their application.01To confirm you type accurately and proficiently at 45 net words per minute (with 95% accuracy), attach a typing test score from a test you have taken since February 1, 2020. Instructions are available in the job announcement. The copy of your test score must include words per minute, net/adjusted words per minutes, the accuracy rate and the date (typing tests missing this information will be marked incomplete). Have you attached your typing test score?
              • Yes, I have attached my typing test score for review
              • No, I have not attached my typing test score and I understand my application will be considered incomplete02Do you have a minimum of two (2) years of responsible clerical experience in a busy office including receptionist, extensive public contact and recordkeeping duties?
                • Yes
                • No03If you do not meet the above requirement listed in #2, do you have any combination of education and related experience that provides the required knowledge, skills and abilities to perform the job? Please explain.04Describe your experience acting as a receptionist. What support service did you provide to the staff and the customers?05Describe your experience/training with computer software programs, including data entry/retrieval, word processing and record keeping. Describe the kinds of work produced and programs used.06Describe your experience responding to requests for information from internal departments, staff and from the public.07Describe your ability and experience building strong customer/citizen relations.08Describe your experience with bookkeeping or cashiering.Required QuestionAgencyCity of BellinghamAddress104 West Magnolia StreetBellingham, Washington, 98225Phone360-778-8228 Website

Keywords: City of Bellingham, Bellingham , Office Assistant II, Administration, Clerical , Bellingham, Washington

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