Administrative Assistant I

Posting Type : Open Competitive

Work Type : Full-Time

Nature of Work : Incumbents in this classification have assigned responsibilities and duties which involve working with or access to materials and documents relating to labor relations that conflict or can be perceived to conflict with membership in a recognized bargaining unit of the City of Omaha except the bargaining unit which represents this group of employees.

This is clerical work which includes recording and transcribing dictation, interviewing callers and visitors, answering the telephone, providing information, and reviewing vouchers, applications and other documents for completeness.

Assignments require independent judgment based on knowledge gained through experience on the job and often involves interpretations of regulations and procedures.

The work varies in nature and difficulty among positions, and where work is more repetitive, there is added responsibility for finality of action taken.

An incumbent may serve as a lead-worker and direct the work of a small group of employees assisting in routine details.

Education and Experience : The knowledge, skills, and abilities may be acquired through, but are not limited to, the following combination of education and / or experience.

High school diploma or its equivalent AND One (1) year of experience in secretarial work.

Special Qualifications : Must pass a typing test with a net accuracy rate of at least 45 words per minute with 90% accuracy on or before September 10, 2024.

The typing test is accessible at https : / / omahahr.typingtestpro.com / test?id j70h6dlt

Pay Range : $20.33 with step increases to $28.97 Hourly

Benefits : Forty-hour work week. Paid leave per year : twelve days vacation; fifteen days sick; and fourteen holidays. Employee's group health insurance, including major medical, vision, and dental, for individual or family.

Defined benefit pension plan, plus Social Security, and more. See hr.cityofomaha.org for detailed information.

Who Can Apply : Any person who meets the qualifications and other requirements described in this posting.

How to Apply : Completed City of Omaha employment applications must be submitted using the online application from the City website.

It is the sole responsibility of the applicant to check and ensure that any and all required application materials and supplemental forms are received by the City of Omaha Human Resources Department by the stated deadline.

You may confirm receipt of any materials and forms by contacting the Human Resources Department. If the materials are not received in the Human Resources Department by the stated deadline, they will not be considered.

There will be no exceptions to this rule. If you do not meet the requirements at the time of this posting, once you do meet the requirements you may apply when it is posted again.

Examination Information : The multiple-choice / written examination will be on September 13, 2024, at the Omaha / Douglas Civic Center, 1819 Farnam St.

An invitation via email to the exam will be given to candidates once their application has been received, reviewed by a recruiter, and accepted to the test for the position.

The test is designed to assess knowledge of the job, skills, and abilities of this position. The passing score on the examination is 60%.

This will be weighted 100% in the final score.

Veteran Points : To claim five (5) points for veteran's preference, you must submit proof of service (such as a DD-214) that includes the date of induction, date of honorable separation, and Social Security number.

You must have completed more than 180 consecutive days of active duty.) To receive an additional five (5) points credit for disability, you must submit proof of eligibility from the United States Department of Veterans Affairs dated within the last 12 months.

This information must be submitted to the Human Resources Department by September 13, 2024.

Required Knowledge, Skills, and Abilities :

• Knowledge of business English, spelling, grammar, and punctuation
• Knowledge of general office procedures, standard clerical techniques, and standard office equipment
• Knowledge of departmental policies, rules, regulations, procedures, functions, and sources of information
• Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks
• Ability to perform basic mathematical computations to include addition, subtraction, multiplication, and division
• Ability to learn and adapt to advances in computer and electronics device technology and software
• Ability to proofread documents for accuracy, spelling, punctuation, and grammar
• Ability to make decisions on the basis of policies, procedures, laws, and regulations and apply them to work problems
• Ability to maintain departmental and clerical records and to prepare reports from them
• Ability to maintain confidentiality
• Ability to understand oral or written instructions
• Ability to prioritize multiple responsibilities while meeting stringent deadlines
• Ability to establish and maintain effective working relationships with fellow employees and members of the general public
• Ability to adhere to safety policies, procedures, and guidelines
• Ability to sit and type 76 to 100% of the time
• Ability to move objects weighing up to ten (10) pounds up to 33% of the time

Essential Functions : Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this class.

• Records and transcribes dictation consisting of correspondence, articles, reports, memoranda, opinions, briefs, minutes, statements, or other materials requiring some knowledge of technical terminology and procedures
• Types, processes, and has full responsibility for a complex legal system of notices and minutes to include indexing documents, securing signatures, reviewing documents for completeness, and rejecting if incomplete
• Types copy, rough drafts, correspondence, forms, financial statements, bids, contracts, lists, vouchers, and other materials that may require independent action or discretion on problems encountered
• Proofreads typed documents for accuracy, spelling, punctuation, and grammar
• Responds to individuals seeking information, takes detailed messages and complaints or records information and forwards to the appropriate personnel, receives applications, obtains required data, and makes necessary determinations and calculations;

and answers questions and explains procedures regarding permits, certificates, licenses, warrants, taxes, interest, assessments, penalties, billings, and other matters requiring independent interpretation of city ordinances and departmental policies and regulations

Reviews applications, requisitions, invoices, vouchers, and other forms for completeness and accuracy; prepares billings;

balances cash receipts, deposits, and daily reports; and maintains control ledgers and cost accounts

• Answers the telephone and greets visitors, takes detailed messages, provides routine information or directs callers and visitors to the appropriate authority
• Maintains a complex filing system, including creating files, and filing and retrieving documents
• Prepares time and attendance sheets
• Open, sorts, and distributes mail
• Maintains regular job attendance in accordance with a schedule established for the position by the supervisor
• Performs other related duties as assigned or as the situation dictates within the scope of this classification

Conditions of Employment : Candidates must provide proof of U.S. citizenship or proof of permanent residence or authorization to work.

The City of Omaha reserves the right to conduct criminal history, driving record, reference and credit checks and a background investigation on applicants for employment.

Successfully passing a criminal background review, reference check, and if applicable, a credit check, is required as a condition of employment.

If applicable, the City will require that you successfully pass a review of the driver's license, driving abstract, a pre-employment drug test, a hearing test and a back screening examination as a condition of employment.

Failure to provide the information requested in the application process in a truthful, accurate and complete manner may result in disqualification, revocation of conditional employment or termination.

Reasonable Accommodation : The City of Omaha does not discriminate on the basis of disability. If you need a disability-related accommodation during the job application or selection process, advise the Human Resources Department at least 48 hours prior to the need by emailing [email protected].

For a complete description of this job classification, visit hr.cityofomaha.org

Contact Points :

City of Omaha Human Resources Department

1819 Farnam St, Suite 506

Omaha, NE 68183

Phone : (402) 444-5300

Fax : (402) 444-5314

Website : hr.cityofomaha.org

Email : [email protected]