Job position / title
Office Assistant II
Name of business / employer
City of Bellingham
Job description / duties
NATURE OF WORK:
Closing Date/Time: Fri. 3/20/20 4:30 PM Pacific Time
Starting 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.
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:
1.Independently prepares, maintains and disseminates detailed records and statistics; establishes and updates manual and computerized record keeping systems to retain and retrieve files requiring knowledge of department procedures.
2.As directed, compiles data from varied sources and makes summary reports. May involve statistical calculations and tabulations in accordance with established formulas and equations.
3.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.
4.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.
5.Coordinates, schedules and arranges specific division services with various staff members, departments or agencies. Notifies participants of schedule.
6.Verifies data, then enters and edits reports or information on computerized recordkeeping system.
7.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.
8.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.
9.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.
10.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.
11.May file, sort and distribute mail, post notices and memos to bulletin boards, replenish office supplies.
12.May be called upon to assist other groups or departments, handle switchboard, act as receptionist, or greet and escort visitors.
13.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)
Application deadline / closing date
Salary / rate of pay
Days and hours of employment
Person or department to contact
104 W. Magnolia Street, Bellingham, WA 98225
How to apply
***All applications must be submitted electronically at //www.cob.org/employment.***
**You are encouraged to print a copy of this job announcement for your reference as the process moves along**
Please 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:
1.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.
2.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.
3.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.
4.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.