Office Assistant (part-time)

Position Overview We are seeking a professional and customer-focused Office Assistant to support daily operations at City Hall. This individual will serve as the first point of contact for visitors and callers, providing excellent customer service while performing a variety of administrative and clerical functions. The ideal candidate will be organized, detail-oriented, and comfortable working in a public-facing environment.

Key Responsibilities

• Greet visitors and direct them to the appropriate department or staff member.
• Answer, screen, and route incoming telephone calls.
• Process incoming and outgoing mail, packages, and correspondence.
• Provide information regarding City services, programs, and departments.
• Prepare, type, proofread, and distribute correspondence, reports, forms, and other documents.
• Maintain electronic and physical filing systems, records, and databases.
• Enter, update, and retrieve information using various software programs.
• Schedule meetings, coordinate calendars, and reserve meeting rooms.
• Assist with meeting preparation, materials, and minute-taking as needed.
• Process forms, applications, records, and other administrative documents.
• Assist with office accounting support, including fee collection, invoice processing, purchase orders, and reimbursements.
• Order and maintain office supplies and inventory.
• Handle general clerical duties including copying, scanning, filing, and data entry.
• Provide administrative support to City departments and staff as assigned.

Required

• High School Diploma or GED.
• Minimum of 2 years of administrative, receptionist, customer service, or office support experience.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Excellent customer service and interpersonal skills.
• Accurate data entry and record-keeping abilities.
• Ability to multitask and prioritize competing responsibilities in a fast-paced environment.

Preferred

• Previous experience in a municipal, government, or public-sector environment.
• Experience handling public inquiries and reception responsibilities.
• Bilingual skills are a plus.

Desired Skills

• Strong attention to detail and organizational skills.
• Ability to maintain confidentiality and professionalism.
• Effective problem-solving and critical-thinking abilities.
• Ability to work independently and follow established procedures.
• Skilled in maintaining positive working relationships with staff and the public.