Pension Office Assistant - Part Time

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The Part-Time Office Assistant is responsible for providing comprehensive administrative and clerical support to ensure the efficient day-to-day operations of the Pension Office. This role performs a wide range of office functions, including customer service, records management, bookkeeping, data entry, document preparation, correspondence, and the maintenance of confidential files and information. 

The Part-Time Office Assistant serves as a primary point of contact for members of the public, employees, retirees, and applicants by responding to inquiries, providing information, and directing requests in a professional and courteous manner. The position requires exceptional organizational skills, attention to detail, and the ability to accurately review, process, and maintain records in accordance with established policies and procedures. 

The Part-Time Office Assistant must effectively manage multiple priorities in a fast-paced environment, work independently with minimal supervision, maintain confidentiality, and communicate effectively with internal and external stakeholders. A commitment to accuracy, customer service, teamwork, and continuous process improvement is essential to supporting the overall mission and operational effectiveness of the Pension Office.

• Checks forms, records, reports, applications, invoices, and other materials for accuracy, completeness, and conformity with established procedures
• Serves as office receptionist, answers telephone inquiries about routine procedures and policies, relays and dispatches messages as required
• Assists members of the public, employees, and/or applicants with questions and requests for information either in person, over the phone or via electronic communication
• Types letters, invoices, reports, accounting reports, and other material from rough drafts, marginal notes, or verbal instructions
• Enters and updates information, and generates standard reports using computer software applications
• Maintains files, reviews digitized documents for accurate filing, and assembles information from various sources for records and reports
• Maintains inventories and mailing lists, orders supplies, and various other records
• Composes routine correspondence; prepares a variety of routine reports
• Operates standard office machines, word processing, and data entry equipment
• Makes copies of materials and assembles same for inclusion in reports, documents, agendas, etc.

Related tasks:

• Composes routine correspondence
• Prepares travel requests, collects receipts, and processes for reimbursement
• Assists office staff with special projects as directed

Knowledge of:

• Standard office practices, accounting procedures, equipment, and executive assistant best practices
• Professional verbal and written communication skills
• Developing internal processes and filing systems

Skilled in:

• Microsoft Office suite, with a working knowledge of Microsoft Excel, Microsoft Word and Outlook.
• Use of computers and software applications to a moderate degree of proficiency.
• Organization and time management.
• Arithmetical calculations and file alphabetically
• Using an electronic content management filing system (Laserfiche or similar).

Ability to:

• Serve the public and interact with fellow employees with honesty, integrity, and respect
• Follow written and verbal instructions.
• Work under pressure of deadlines and with minimal direction/supervision
• Manage multiple projects, deadlines, and responsibilities simultaneously.
• Establish and maintain effective working relationships with associates and the general public.
• Work with sensitive information and maintain confidentiality.

• High school degree or equivalent
• One (1) year of clerical or administrative experience 

PREFERRED QUALIFICATIONS:

• Two (2) or more years of accounting clerical or administrative experience 
• Experience with an electronic content management filing system (Laserfiche or similar) 
• Record management experience in public and/or municipal entity, and/or protected personnel information  
• Knowledge of Microsoft Office applications preferred.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification