Office Assistant I/II (DOQ)

Office Assistant I/II

The City of Hanford is seeking to fill one (1) Office Assistant I/II vacancy in the Public Works Department - Refuse Division. Under direct or general supervision, performs a variety of general and/or department specific clerical office and staff support duties for an assigned department or division; assists members of the public who are using or seeking information about City services; and performs related duties as assigned. A typing certificate verifying 35 wpm, dated within six (6) months of application submittal must be uploaded with online application (online typing certificates are NOT accepted). The Office Assistant classification series encompasses a broad category of clerical office and staff support functions which are utilized in various City departments. Actual assigned duties of positions may vary from and within each department, the primary duties generally involve typing/data entry computer keyboarding, public/customer service, document and report preparation within established procedures, and record/file systems maintenance. Office Assistant I: is the entry level classification in this series. Incumbents work under close and continuous supervision while learning City and departmental policies and procedures, rules and regulations, and various department specific forms. Office Assistant II: is the journey level classification in this series. Incumbents normally work under general supervision, and are expected to perform the more difficult department specific clerical office and staff support duties, with greater independence to prioritize work assignments, solve routine problems, and exercise judgement within a framework of established procedures. This position receives immediate supervision from administrative and/or management staff. Employees in this class do not exercise supervision.

Examples of Duties

Duties may include, but are not limited to, the following: Performs a variety of general and/or department specific clerical office and staff support duties related to an assigned division or department. Answers telephones and determines how incoming calls should be routed; directs people to appropriate departments; answers routine questions; greets members of the public using or seeking information about City or department services. Conveys information about services provided and gives accurate and prompt referrals to members of the public when appropriate. May handle telephone or in-person complaints to the extent possible and authorized; takes and conveys messages. Proofreads, edits, and corrects prepared materials, ensuring accuracy, completeness, compliance with department policies, and correct grammar, punctuation, and spelling. Types/keyboards and processes a variety of rough draft and final documents, such as correspondence, memos, forms, invoices, and logs. Maintains confidentiality of department records, files, correspondence and related information. Performs a wide variety of routine and repetitive tasks. Operates office equipment as required, including computers, telephones, facsimile machined, photocopiers, calculators, and other office machines, equipment or appliances. May order, store, distribute and inventory office supplies. May receive, sort, distribute and process in-coming and out-going mail and other materials. May be assigned special projects

Qualifications

All Classes

Knowledge of:

Basic office practices, procedures and terminology.

Modern office equipment including computers, and other automated office systems.

Computer word processing.

Correct business English, including spelling, grammar and punctuation.

Business arithmetic.

Basic recordkeeping practices.

Alpha/numeric fling methods.

Proper techniques for dealing effectively with members of the public, in person, through correspondence and over the telephone.

Ability to:

Learn the organization, procedures and operating functions of the department to which assigned.

Provide prompt, courteous and responsive customer service to the public and co-workers.

Exercise sound judgment when initiating processes, actions, and alternatives within established guidelines.

Learn to and correctly use office equipment and appliances, including computer systems and software applications used in the assigned department or division.

Understand and correctly follow oral and written instructions.

Establish and maintain effective working relationships with those contacted in the course of work.

Produce acceptable work products under pressure and deadline.

Speak effectively to communicate in person or over the telephone.

Safely and efficiently operate office equipment, appliances and vehicles.

Type accurately at a rate of speed sufficient to meet the requirements of the position (35 WPM).

Follow safe work practices and use protective equipment as directed and trained.

Experience and Education

Any combination of experience, training, and education which would provide the required knowledge and abilities is qualifying. A typical way to obtain the required qualifications would be:

Office Assistant I

Experience:

One year of clerical experience including experience in computer word processing.

Education:

Equivalent to completion of the twelfth grade.

Office Assistant II

Experience:

Two years of increasingly responsible clerical experience including experience in computer word processing, frequent public contact and the use of journey level clerical skills.

Education:

Equivalent to completion of the twelfth grade.

The application screening will involve a competitive evaluation of relevant education, training, and work experience, followed by a written examination and/or an interview before an Oral Board to identify the most qualified candidates. Meeting the minimum qualifications does not guarantee applicants an interview, and the screening committee's decision is final. Candidates deemed eligible for appointment to the position will be placed on the City's Certified Eligibility List. Applicants will receive written notification regarding the results of all phases of the recruitment process leading up to the establishment of the Eligibility List, if applicable.