Purpose
Under general supervision, performs a variety of clerical support tasks including receptionist duties, mail processing, filing, and typing; and performs other related duties as required.
Distinguishing Characteristics
Positions in this class are flexibly staffed and are normally filled by advancement from a lower level.
Office Assistant I – This is the entry and training level class. Incumbents work under immediate supervision and perform repetitive or closely related duties according to established procedures.
Office Assistant II – This is the experienced working-level class. Incumbents work under general supervision and perform a wide variety of difficult and complex clerical work which requires the use of word-processing software applications.
Office Assistant III - This is a separate class and positions may be filled by advancement from the Office Assistant I – II.
Typical Duties
The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties that are not listed below.
1. Acts as a receptionist; takes and transmits messages; takes and refers complaints from the public; receives and transfers calls to appropriate extension; provides general agency information and alternative telephone numbers to public callers; greets and routes office callers.
2. Types lists, memos, letters, forms, permits, reports, and other documents; makes routine checks of clerical work for compliance with specific requirements of form and content; searches records and files for data.
3. Performs all types of filing (alphabetical, numerical, chronological, and code); tracks and updates information, mailed documents, and manuals using a computer or manual system.
4. Makes travel arrangements; works with the travel agency to arrange hotel, airline, and rental car reservations; completes necessary paperwork for reservations and conference/workshop attendance; completes forms for reimbursement.
5. Schedules meetings and appointments; makes room arrangements.
6. Processes petty cash reimbursements.
7. Collects and delivers correspondence, records, and packages; stamps, sorts, and distributes incoming mail and faxes; assists with or prepares mass mailings; processes outgoing mail; copies a variety of documents on the photocopy machine.
Minimum Qualifications
Education and Experience:
Office Assistant I – One year of general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.
Office Assistant II – One year of experience as an Office Assistant I or two years of typing and general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.
Knowledge of:
All Classes – Telephone and office receptionist etiquette; basic elements of English grammar, spelling, usage, and punctuation; alphanumeric filing and retrieval systems; office methods and clerical recordkeeping procedures.
Office Assistant II – District procedures and operations.
Ability to:
All Classes – Type at a sufficient speed to perform the work of the unit; speak clearly; perform routine clerical work; establish and maintain working relationships with staff and public; work independently; attend to detail.
Working Conditions & Physical Demands
Physical Demands:
This is essentially a desk job. Physical demands include occasional lifting up to 25 lbs., some bending, stooping, and squatting.
Working Conditions:
Generally clean work environment with limited exposure to conditions such as dust, fumes, odors, or noise. Computer monitor used on a daily basis.
Other Requirements
Special Requirements:
None.
Supervisory Responsibility
