Office Associate II

Job Title

Under general supervision, this position performs a variety of routine clerical functions in support of departmental activities. Reports to the Office Supervisor.

Essential Job Functions

Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports and records; and receives inquiries from the public and provides general program information to clients.

Utilizes Online Automated Services Information System (OASIS), computerized data entry equipment and various word processing, and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; and establishing files and modifying existing files.

Maintains directories and policy and procedure manuals by inserting transmittals that contain revisions, clarification and revised policies from federal and state authorities; and maintains calendars and schedules appointments.

Answers telephone or greets visitors; receives inquiries and complaints, providing information based on general knowledge of programs and activities, or referring callers to appropriate personnel, as necessary; and routes messages for department personnel, as necessary.

Establishes and maintains a variety of tangible files, filing and retrieving information as requested or otherwise necessary; prepares photocopies of various documents; sorts and distributes incoming mail; and maintains office supplies and order forms for state and local forms, and schedules maintenance and service calls for office equipment and machinery.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has general knowledge of the policies and procedures, organization and function of the department. Is skilled in the operation of common office equipment, including popular computer-drive word processing and file maintenance programs. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general.

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co-workers and the public.

Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests.

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Researches problems, situations and alternatives before exercising judgment. Seeks expert or experienced advice when necessary.

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city. Interacts effectively with fellow employees and the public.

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.

Education, Experience & Special Requirements

High School Diploma and 2-3 years of progressively responsible administrative work experience including computer operations; or an equivalent combination of education and experience.

An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check. Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.

In the event of a declared emergency in the city of Portsmouth, individuals in this position are required to work shelter duty and may be called on to perform duties as required to provide for the safety and care of the citizens of the community.

Physical Demands

Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, calculator, facsimile machine, copier, multi-line telephone systems, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for sedentary work.

Requires the ability to compare and or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Requires the ability to speak and or signal people to convey exchange information. Includes receiving instructions, assignments and/or directions from supervisors.

Requires the ability to read a variety of correspondence, forms, reports, etc. specific to public welfare and social services. Requires the ability to prepare correspondence, forms, reports, etc. specific to public welfare and social services using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.

Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

Requires the ability to inspect items for proper length, width and shape.

Requires the ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.

Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Requires the ability to differentiate between colors and shades of color.

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

Americans with Disabilities Act (ADA) Requirements

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.