Office Assistant

State of Texas - County of Lubbock - Lubbock, TX

Perform administrative support tasks for the Lubbock County Maintenance Department Office. Knowledgeable of scanning and Adobe Acrobat (pdf format) programs; able to maneuver the internet; receive visitors; prepare and process maintenance work order requests; prepare letters, and other word processing duties; answer the telephones; perform tasks to maintain a central filing system; contact technicians for service emergencies; maintain office correspondence. Maintain all records and record keeping based on Texas State Library and Archives Commission regulations. Perform duties as backup for the Maintenance Department Office Administrative Staff and Paid Parking Lot Attendants.

Examples of Duties / Knowledge & Skills
Scan large documents such as blueprints, save them in pdf. Format and upload them to an internet based website.
Organize and maintain construction documentation including but not limited to: Specifications, Blueprints, and Certifications/Licenses.
Maintain and update a central filing system for both daily use records & archival records.
Maintain knowledge and keep records up to date with all regulation changes passed by the Texas State Library and Archives Commission (TSLAC).
Responsible for destruction and documentation of destruction of all records according to TSLAC regulations.
Provide easy access to records in Archives for referral purposes.
Prepare and distribute various correspondences i.e.: forms, reports, memos, pdf files, Excel spreadsheets, and letters.
Answer department telephones and ensure all telecommunications and messages are forwarded to the appropriate department personnel.
Contact appropriate maintenance technician(s) for emergency repair on one of the county buildings or parking lots.
Maintain basic operations of Office when Exec. Adm. Asst. & Office Manager are unavailable.
Daily use of computer including, but not limited to: 10 key, Excel spreadsheet, Microsoft Word, Corel Word Perfect, Adobe Acrobat, World Wide Web, etc.
Act upon any emergency situation as required i.e.: fire, medical, terrorist, injury, bomb threats, breeches of security, and notifying security officers.
Serve as substitute as needed for Parking Lot Attendants. Duties included but not limited to: distribution and collection of parking fees, reconciliation of stubs and money collected, and delivering balanced cash box to Maintenance Office.
Other duties as may be assigned.
Minimum qualifications & Requirements
High school graduation or its equivalent, any equivalent combination of education and experience which provides the required knowledge, skills, and abilities. Familiar with construction and maintenance terminology desired.

KNOWLEDGE, SKILLS, AND ABILITIES : General office practices and procedures; record keeping and filing procedures; perform computer processing, spreadsheet functions, Adobe Acrobat, Internet maneuvering, scanning, and saving files to CD/DVD, and general email systems; read and understand instructions; analyze and interpret data; proper public contact and telephone etiquette; spell and use correct grammar; prioritize and schedule work to meet deadlines; communicate effectively orally and in writing; work independently in the absence of specific instructions; and establish and maintain an effective working relationship with county employees and the general public. Machines and equipment used daily during shift include: computer, printer, typewriter, scanner, fax machine, plotter, copier, calculator, and telephone.

Supplemental information
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS: Maintain the ability to occasionally stand, walk, kneel, and bend during the shift; reach, grip and use fine dexterity; push and pull objects; occasionally flex upper trunk forward at the waist and partially bend at the knees; occasionally lift and carry up to 20 pounds; occasionally rotate upper trunk to the left or right while sitting or standing; place arms above, at, or below, shoulder height; use of vision and depth perception; and talking. Employee will be required to work in office building with incandescent and fluorescent lighting; heavy traffic, and loud noise.