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Office Assistant, Senior

Salary: Office Assistant, Senior (#1702)

$14.73-$17.98 hourly / $2,562-$3,128 monthly / Range: 4726

Office Assistant Senior-Restricted (#1706)

$15.41-$18.81 hourly / $2,680-$3,271 monthly / Range: 4816

DEFINITION: Under general supervision, performs the most complex clerical duties; may also perform typing and secretarial duties, and other related duties as required.

DISTINGUISHING CHARACTERISTICS

This class is the advanced journey-level/lead worker in the Office Assistant series. It is distinguished from the Office Assistant II by the degree of difficulty in assignments given, potential seriousness of error, and degree of independent decision-making.

EXAMPLES OF DUTIES:

1. May supervise or lead assigned employees in a variety of clerical tasks; interviews and trains new employees.
2. Audits, balances, and checks payroll, purchase orders, and claims; gathers information on a variety of subjects and compiles financial, statistical, activity, and legal reports.
3. 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.
4. Designs or modifies filing systems to improve efficiency and effectiveness; 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; 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.
5. 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.
6. Responds to computer messages sent via electronic mail system and routes messages to the appropriate person; 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.
7. Following specified formats, types and/or keys in a variety of documents including memos, letters, reports, minutes, labels, dockets, and receipts, using computer, printer, and/or typewriter; may compose correspondence for review by supervisor or manager; 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:

1. Possession of a high school diploma or equivalent, and three years of increasingly responsible clerical experience; or,
2. completion of 24 semester units of college coursework, and two years of increasingly responsible clerical experience; or,
3. a combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities.

Knowledge of: English grammar, punctuation, and spelling; basic math; clerical office practices and procedures; alphabetic, numerical, and chronological filing methods; business telephone etiquette and procedures, including operation of multi-line equipment and message taking; elementary bookkeeping.

Ability to: deal tactfully with people; maintain confidentiality; write legibly to record information; prepare correspondence; understand and follow oral and written instructions; read and understand manuals; verbally communicate information clearly and concisely to others; operate office equipment such as personal computer, copier, typewriter, printer, and fax machine; organize and prioritize work; proofread documents and correspondence; schedule and supervise the work of others; make decisions in accordance with complex laws, ordinances, regulations, and established procedures; compile and prepare reports.

Additional Requirements: Some positions in this class may require typing ability, including a minimum typing speed.

Selectees for positions in this class assigned to Child Welfare Services are subject to fingerprinting for the purpose of a criminal record check as authorized by Section 16501 of the California Welfare and Institutions Code and Section 11105.3 of the California Penal Code.
 



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