Office Assistant II - Finance Customer Billing

GENERAL DESCRIPTION OF CLASS

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This is an administrative support position responsible for advanced clerical work. An employee in this position has developed specialized clerical skills through considerable on\-the\-job experience. Work may involve processing documents and data, informing the general public on policies, processes, programs, and procedures, and maintaining associated records. Work may also include reporting related statistics, processing data, maintaining computer files, proofreading data, referencing, and retrieving data. Work requires initiative, independence, and discretion in handling delegated administrative details and performing various clerical duties. Work is reviewed through observation, conversation, and analysis of reports and results achieved.

This posting will close after the receipt of the first 25 qualified applicants or 1 week (April 6th at 8:30 AM) whichever comes first.

ESSENTIAL FUNCTIONS

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• Enters, codes, and processes information into a database; maintains computer files and documents; prepares reports; calculates payments, and maintains associated files and records.
• Maintains and completes data for administrative and public reports, bulletins, questionnaires, and other documents; prepares moderately complex worksheets and tables from standardized raw data; makes varied arithmetical computations on material assembled required to process personnel documentation.
• Prepares and types correspondence, minutes, and agendas, and maintains confidentiality of sensitive information and detailed documentation on actions that may encompass legal ramifications
• Operates computer, calculator, copier, postage meter, fax machine, and/or other office equipment.
• Relays messages to personnel and informs personnel of office policies, procedures, and rule changes.
• Conducts office and operational supplies inventory and replenishes through ordering and direct purchasing.
• Answers incoming calls and customer inquiries, providing information on departmental services, functions, policies, procedures, and processes.
• Maintains appointment schedules.
• Develops and implements filing systems and procedures, and files records and reports.
• Researches databases to obtain information as required.
• Utilizes the internet for research purposes.
• Maintains the confidentiality of sensitive information.
• Must be able to assist all areas within the operation as needed.
• May perform payroll duties.
• May be required to participate and/or facilitate training to support departmental or City initiatives and requirements.
• May be required to work overtime or alternate hours as necessary for the efficient operation of the department.
• Position is designated as Mission Critical.
• Processes customer payments and provides receipts for checks, cash, money orders, and credit cards.
• Invoices, penalty billings, and mailings.
• General Ledger entries, budget maintenance, payment refunds, and reconciliations.
• Reviews past due accounts for various billings.
• Greets and assists visitors.
• Manages supply orders.

ADDITIONAL FUNCTIONS

• May assign work; provide training and/or orientation to other employees.
• May attend meetings and conferences to furnish information and/or take notes.
• May supervise, assist, and advise other employees.
• May make travel arrangements.
• Makes travel arrangements for management.

QUALIFICATIONS (EDUCATION, TRAINING AND EXPERIENCE)

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• High school diploma from an accredited school or a GED.
• Three years of experience performing progressively more complex clerical duties.

SPECIAL REQUIREMENTS

• May be required to possess and maintain a valid driver's license.
• Must possess and maintain a valid contact phone number.
• May be required to pass an elevated background check provided by the City of Lakeland Police Department upon hire.

KNOWLEDGE, SKILLS, ABILITIES

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KNOWLEDGE

• Knowledge of business English, spelling, and punctuation.
• Fully functioning knowledge of office practices and procedures, including various computer software applications.
• Thorough knowledge of computer programs, including customer account management and workflow management systems.

SKILLS

• Skill in using Microsoft Office applications.
• Skill in operating computers and standard office equipment.
• Skill in operating a calculator, copier, postage meter, fax machine, and other office equipment.

ABILITIES

• Ability to make accurate arithmetic computations and tabulations.
• Ability to multitask in a busy environment.
• Ability to stay organized.
• Ability to readily acquire information and make minor decisions from working knowledge of applicable regulations and related division policies and procedures.
• Ability to tactfully and courteously communicate with the public, employees, and officials, and establish and maintain working relationships.
• Ability to design reports with a minimum of supervision.
• Ability to solve problems logically and expeditiously.
• Ability to develop, layout, and implement clerical procedures and operations from general instructions and coordinate other clerical employees' work.
• Ability to prepare and maintain correspondence, reports, and records, and to perform routine office management details with minimum supervision.
• Ability to prioritize work to meet time constraints.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

• The job requires mostly sedentary work, with occasional walking or standing, exerting up to 10 pounds of force regularly, and routine computer operations.
• The job requires reaching, bending, and stooping, which may be required when filing or operating office equipment.
• The job risks include exposure to dust, pollen, and loud noises.
• The job requires normal visual acuity, field of vision, hearing, speaking, color perception, and depth perception.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed. All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e\-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

The City of Lakeland is a drug free workplace. This position is considered a mandatory testing position, which is subject to pre\-employment and random drug testing. All City of Lakeland positions are subject to reasonable suspicion drug testing. As a condition of employment, you will be required to pass the pre\-employment drug test in accordance with Florida Statute 440\.102\.THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE.