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Office Assistant

Salary: Office Assistant I - Restricted (#1699)

$11.83-$14.44 hourly / $2,057-$2,511 monthly / Range: 4286

Office Assistant I (#1700)

$11.42-$13.94 hourly / $1,986-$2,425 monthly / Range: 4216

Office Assistant II (#1701)

$12.88-$15.72 hourly / $2,239-$2,734 monthly / Range: 4456

Office Assistant II-Restricted (#1705)

DEFINITION: Under general supervision, performs varied and increasingly responsible clerical work, which may include typing and/or keyboarding, and performs related duties as required.

DISTINGUISHING CHARACTERISTICS: These classes are responsible for document preparation, recordkeeping, reception, file maintenance, mail processing, and related clerical support functions. Incumbents are also responsible for conducting transactions with other employees or the public in matters requiring knowledge of laws, rules, procedures, policies, and precedents. Primary responsibilities may vary by position, but will typically involve reception, filing, typing, or keyboarding. The typing and/or keyboarding require both speed and accuracy.

OFFICE ASSISTANT I: This is the entry level, requiring the capacity to perform a variety of office tasks and to become familiar with departmental procedures. Instructions or guidelines are specific and work may be reviewed in progress and upon completion. As employees learn the process, however, supervision may become more general and infrequent. Minimal or no independent judgment and originality are expected or necessary at this level, since incumbents function within a well-defined framework of procedures. Incumbents are expected, however, to recognize cases which do not fit their instructions. Incumbents may greet the public, in person or on the telephone, to give or receive routine information.

OFFICE ASSISTANT II: This is the journey level. The tasks performed require training and experience in office work, and skill in applying knowledge of rules, regulations, and instructions to individual cases. Most assignments at this level are determined by the natural flow of work and are performed without specific instructions. Work methods are expected to follow standard practices; unusual or difficult cases are referred to a superior. There is some independent decision-making at this level in interpreting and applying procedures and precedents to specific cases. Errors may be serious and incumbents must determine which activities or cases are routine and which should be separated for special consideration. Originality and independent judgment are required in choosing among several predetermined alternative courses of action based on general instructions or precedents, as well as in recognizing cases that will require the establishment of new policy or procedures. Incumbents greet and interact with the public and employees of other units in routine situations that require tact, discretion, and courtesy. Incumbents also give out information and interpretations of policy or procedure that require considerable knowledge of the department.

EXAMPLE OF DUTIES:

1. Greets the public, customers, and other County employees in person or over the phone, and obtains or gives information; explains policies and procedures to inform customers of correct processes; transfers calls and takes messages; assists customers in completing forms and documents; schedules customers for appointments; dispenses and receives documents such as applications, time sheets, and invoices, and verifies them to ensure accuracy and completeness.
2. Files information alphabetically, numerically, and chronologically according to office procedure to maintain organized and accurate filing systems; locates and retrieves files from manual or computerized systems to provide requested information; creates new files and purges old files according to established procedures; updates and corrects file information to maintain accurate files; merges and assembles files to maintain records; delivers and/or picks up files to provide requested information; photocopies files as requested.
3. Tracks and logs in work using computer, logs, receipts, and forms to maintain accurate records of transactions; updates and/or makes corrections to records manually or via computer; performs simple arithmetic to collect revenue, process billing, complete documents, and compile reports and logs.
4. Retrieves, opens, and date-stamps mail and delivers to appropriate location; responds to computer messages sent via electronic mail system and routes messages to the appropriate person; sorts and distributes mail to department employees and locations; folds and stuffs documents to process outgoing mail; receives and sends documents via fax machine; and sends mail using inter-office or U.S. mail system.
5. 5. Types and/or keys in a variety of documents including memos, letters, reports, minutes, labels, dockets, and receipts, following specified formats, using computer, printer, and/or typewriter; completes various forms to process requests or claims; proofreads and/or spell checks documents to eliminate errors; copies documents using photocopier or computer printer to maintain records; creates documents such as charts, forms, and logs to meet departmental needs.

EMPLOYMENT STANDARDS:

OFFICE ASSISTANT I:

1. Graduation from high school or possession of a G.E.D. certificate; or,
2. a combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.

OFFICE ASSISTANT II:

1. Graduation from high school or possession of a G.E.D. certificate, and one year of general clerical experience; or,
2. a combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.

KNOWLEDGE AND ABILITIES:

OFFICE ASSISTANT I

Knowledge of: English grammar, punctuation, and spelling; basic math.

Ability to: deal tactfully with people; maintain confidentiality of information; write legibly to record information; prepare simple correspondence; understand and follow oral and written instructions; read and understand manuals; verbally communicate information clearly and concisely to others.

OFFICE ASSISTANT II: In addition to the Office Assistant I knowledge and abilities listed above:

Knowledge of: basic clerical office practices and procedures; filing methods; telephone procedures, including operation of multi-line equipment and message taking; business telephone etiquette.

Ability to: operate office equipment such as personal computer, typewriter, printer, copier, and fax machine; organize and prioritize work; proofread documents and correspondence; file information alphabetically, numerically, and chronologically.

Additional Requirements for Office Assistant I and II: some positions in this class may require typing ability, including a minimum typing speed.

 



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