Administrative Assistant III

Posting Type: Closed 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 responsible secretarial and general office work which may include recording and transcribing dictation of an advanced, technical or legal nature, scheduling appointments, coordinating meetings for a superior, independently composing responses to correspondence, and/or acting as recording secretary to a board. Incumbents in this classification may also have significant supervisory responsibilities over a group of clerical employees.

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 Four years of responsible experience in secretarial work OR An equivalent combination of education and experience.

Special Qualifications: Must pass a typing test with a net accuracy rate of 55 words per minute or better with 90% accuracy by the January 21, 2025, deadline. The typing test is accessible at https://omahahr.typingtestpro.com/test?id=u9f2f1j5

May be required to possess skill in shorthand. The necessity of this requirement is to be determined by the director of the department in which this classification is used.

Pay Range: $23.12 with step increases to $34.55 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: Applicants for a closed competitive posting are required to meet the following: Candidates must be a current or former City of Omaha employee in any of the following categories: Part-time, Seasonal, Classified, Unclassified, or Probationary, who has worked, at the time of application, at least 1,040 cumulative hours within the last 5 years and has been employed by the City at sometime within the last 18 months and who meets the qualifications as set forth in the 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.

Examination Information: The examination will consist of a training and experience form designed to assess job-related knowledge, skills, and abilities of the position. The training and experience form will be given to candidates once their application has been received, reviewed by a recruiter, and accepted to test for the position. The form must be completed and returned to the Human Resources Department by January 28, 2025 (passing score 60%). Final eligibility list will be the training and experience form weighted 100%.

Veteran Points: Not applicable to this posting.

Required Knowledge, Skills, and Abilities:

* Knowledge of business English, spelling, grammar and punctuation
* Knowledge of general office procedures and standard clerical techniques and office equipment
* Knowledge of departmental policies, rules, regulations, procedures, functions, and sources of information
* Ability to independently compose letters and memoranda, and proofread documents for accuracy, spelling, punctuation, and grammar
* Ability to make decisions based on knowledge of departmental policies and procedures
* Ability to manage and prioritize a variety of projects simultaneously
* Ability to analyze systems and implement solutions
* Ability to quickly and accurately perform basic mathematical computations, including addition, subtraction, multiplication and division
* Ability to operate a typewriter, computer, dictating machine, and other office equipment
* Ability to plan, assign, train, coordinate, and review the work of a group of clerical employees
* Ability to understand oral or written instructions
* Ability to adhere to safety policies, procedures and guidelines
* Ability to sit and type 76 - 100% of the time
* Ability to move objects weighing up to 10 pounds 0 - 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 legal documents, reports, correspondence, articles, and/or materials
* Also types and composes letters, forms, correspondence and other documents requiring advanced knowledge of technical terminology and use of independent action and discretion on problems encountered
* Provides secret assistance to a board, including coordinating, scheduling, preparing and distributing agendas of meetings, recording and transcribing meeting minutes, and forwarding copies of pertinent documents to board members
* Maintains the supervisors calendar (electronically or manually), including scheduling, coordinating, and canceling meetings
* Also prepares meeting agendas, materials, and distributes
* Interviews visitors or callers, independently answering complaints or questions relating to departmental operations; provides information on departmental services and functions; and receives and responds or refers complaints or inquiries
* Composes and types replies and answers when required
* When necessary, routes inquiries for necessary action and replies upon receipt of requested information
* Provides final proof of typed documents for accuracy, spelling, punctuation, and grammar
* Opens, sorts, organizes, and distributes incoming mail
* Organizes and prioritizes supervisors mail and composes replies independently
* Routes mail not requiring the supervisors attention to the appropriate personnel
* Maintains a filing system of files, correspondence, vouchers, requisitions, financial and statistical information, and other records
* Prepares complex administrative records and reports from a variety of materials involving knowledge of departmental practices and procedures and the use of difficult technical terminology
* Performs supervisory duties, including scheduling, assigning work, following up on, and training other clerical employees
* Performs other 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 employment@cityofomaha.org.

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: employment@cityofomaha.org