Office Facilitator II (may underfill)

Position Title:

Office Facilitator II (may underfill)

Job Description:

Provides independent administrative and secretarial support to a division and/or department. Conducts research on policies, and practices to support operational goals. Advises team members and stakeholders on developments that may impact the division. Handles a wide range of administrative tasks, including payroll processing, data collection, information exchange, and front-desk reception. In collaboration with leadership, manages purchasing, inventory, petty cash, travel coordination, and scheduling.

Position Salary Range:

Office Facilitator I: $25.34 - $ 31.30

Office Facilitator II: $27.96 - $34.53

This position is eligible for full city benefits, including:

• Health Insurance
• Dental, Vision and Life Insurance
• Paid vacation and personal leave
• Six to Twelve weeks of paid parental leave from day 1 of employment
• Retirement contributions toward a pension plan and/or 401(k)
• A robust Employee Assistance Plan (EAP)
• Up to $4,000 tuition reimbursement annually
• Discounted supplemental benefits like pet insurance and legal services

IMPORTANT: Early application submittal is encouraged. This position will remain open until filled and may close at any time without notice.

Key Responsibilities:

Office Facilitator I

• Acts as liaison with other departments, divisions, outside agencies, committees or boards.  Develops and maintains confidential and non-confidential files.  May perform the duties of a private secretary for department or division head.   
• Prepares or assists in the preparation of various statistical and budgetary reports.  Researches topics or issues, collects and tabulates data, and composes/word-processes narratives and spreadsheet presentations.  May perform simple bookkeeping duties to monitor budget expenditures, petty cash, supply inventories and other accounts.  May order and distribute equipment, supplies and furniture.  Prepares requisitions, receives and checks purchase orders.  May make bank deposits.
• As needed, performs secretarial and clerical functions for division or work unit. Composes and types correspondence, including confidential and legal documents.  Authorized to respond in writing on behalf of division. Types letters, memoranda, reports, forms and other materials from rough draft, final working draft, notes, dictation notes, tape recorder or Dictaphone. 
• Assembles, takes and prepares minutes, agendas or other reports.  Makes travel arrangements, sets meetings and schedules conference rooms.
• Maintains database of departmental facts and information.  Responds to various surveys from associations and other agencies.
• Serves on various committees as needed, may supervise clerical staff, and performs other related duties as required
• May perform duties of timekeeper and payroll prepare.  May maintain accurate records of hours worked, secures timesheets, calculates overtime, comp time, callout, callback, shift differential and benefits accrued.  May prepare related payroll reports and various personnel action forms, and coordinate with the Human Resource Office to assure compliance with City policy and procedure, union contracts and compensation plans.  May maintain job description file.
• May coordinate with Workers’ Compensation division to provide information on cases as requested.
• May assist in employee benefits administration.  May answer employees’ routine questions, distributes and assures proper completion of enrollment, change and reimbursement forms.
• Maintains positive and effective working relationships with a diverse group, including Department management, supervisors, professional peers, other employees, and the general public.
• Complies with City and department policies and procedures.
• Performs other related duties as assigned.

Office Facilitator II:

• Acts as liaison with other departments, divisions, outside agencies, committees or boards. Develops and maintains confidential and non-confidential files. As needed, performs duties of administrative support for department or division head.
• Prepares various statistical and budgetary reports. Researches topics or issues, collects and tabulates data, and composes/word-processes narratives and  spreadsheets and/or presentations. Performs bookkeeping duties to monitor budget expenditures, petty cash, supply inventories and other accounts. Orders and distributes equipment, supplies and furniture. Prepares requisitions, receives and checks purchase orders.
• Performs administrative or clerical functions for division. Writes reports, using own analysis of project data. Composes and types correspondence including confidential and legal documents. Authorized to respond in writing on behalf of division. Prepares memoranda, reports, forms and other materials .Assembles, takes and prepares minutes, agendas or other reports. Makes travel arrangements, sets meetings and schedules conference rooms.
• Manages timekeeping and payroll processing tasks including reviewing information for accuracy and preparing related payroll reports.
• Coordinates with Risk Management division to provide information on cases as requested.
• Responds to various surveys from associations and other agencies.. Provides assistance to employees as needed.
• Staffs various committees as needed, may supervise  Office Technicians., and performs other related duties as required.
• Performs other duties as assigned.

Minimum Qualifications:

Office Facilitator I:

• Graduation from high school or equivalent and four years’ experience related to project management and office support, including one year experience in research or accounting/bookkeeping, data collection, analysis and presentation prepared on spreadsheet software. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis. 
• Ability to plan and organize work, relate well with all internal and external customers, and function as an effective team member.
• Demonstrated proficiency in use of computers to prepare letters, reports and spreadsheet analysis, and the ability to operate standard and specified technical office equipment. 
• Ability to accurately schedule appointments, develop and maintain complex filing systems, and keep orderly records.
• Ability to maintain positive and effective working relationships and communicate effectively, orally and in writing, with Department management, supervisors, professional peers, other employees, and the general public.
• May require valid driver's license or driving privilege card.

Office Facilitator II:

• Graduation from high school or equivalent and six (6) years of experience in administrative support, project management, and data management.  Experience must include at least two (2) years of experience involving data analysis, financial tracking, or related technical support functions.. Successful completion of post-high school study in related subjects may be substituted for experience on a year-for-year basis. Related subjects may include but are not limited to: Office or business administration, public administration, finance, accounting, data analytics, communications, computer science, and community or public relations.
• Demonstrated ability to organize work, relate well with all internal and external customers, and function as an effective team member.
• Strong interpersonal and communication skills. .
• Proficiency in Microsoft Office Suite (including Excel, Word, and Outlook), with a working knowledge of report design, data entry and management, and spreadsheet analysis.
• May require valid driver's license or driving privilege card, depending on assignment.

WORKING CONDITIONS:

•  Light physical effort.  Generally comfortable working conditions, handling light weights, intermittent sitting, standing, and moving around in a normal office environment where typing, copying, writing, and using a computer is a regular part of the day.
• Pleasant working conditions with little or no exposure to hazards.  May be exposed to discomfort associated with constant monitoring of a computer video display screens.
• Intermittent exposure to stress as a result of human behavior.

CAREER LADDER:

• After two years of successful performance as an Office Facilitator I, during which incumbent demonstrates ability to independently perform assigned duties, including projects that are varied and complex, the incumbent may be promoted to Office Facilitator II.  All promotions are contingent on the performance coach’s recommendation, availability of funds, and concurrence of the department and the Department of Human Resources.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.  They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. 

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

POSITION TYPE

Full-Time

POSITION SALARY RANGE

Office Facilitator I: $25.34 - $ 31.30

Office Facilitator II: $27.96 - $34.53

DEPARTMENT

Public Services

Full Time/Part Time:

Full time

Scheduled Hours:

40