Office Assistant II - Internal

Office Assistant I/II/III

Internal/Promotional recruitment open to current City of Davis staff.

Under immediate supervision (Office Assistant I), general supervision (Office Assistant II), or direction (Office Assistant III), performs a variety of clerical and administrative duties in support of an assigned functional area; serves at the front counter and on the phone, answers inquiries, and responds to complaints from the public; reviews and routes mail and phone calls to appropriate staff; processes invoices, purchase orders, billings, time sheets, and office supply orders; collects fees and payments from the public; provides information and assistance to the general public; and performs related work as required.

Receives immediate supervision (Office Assistant I), general supervision (Office Assistant II), or direction (Office Assistant III) from assigned supervisory or management personnel. Exercises no direct supervision over regular staff. Some positions exercise technical and functional direction over, and provide training to, less experienced staff.

Office Assistant I: This is the entry-level classification in the Office Assistant series. Initially under close supervision, incumbents learn and perform routine basic administrative and office support duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Office Assistant II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Office Assistant II: This is the fully qualified journey-level classification in the Office Assistant series. Positions at this level are distinguished from the Office Assistant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. May provide training and guidance to less experienced staff. This class is distinguished from the Office Assistant III in that the latter consistently performs the more complex duties assigned to the series.

Office Assistant III: This is the advanced-level classification in the Office Assistant series responsible for performing the most complex work assigned to the series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties and proactively resolve minor administrative issues as they arise without requiring assistance. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. The most complex work product may be reviewed upon completion for adherence to policy and requirements. Trains and provides guidance to less experienced staff.

Positions in the Office Assistant class series are flexibly staffed; positions at the Office Assistant II level are normally filled by advancement from the Office Assistant I level; progression to the Office Assistant II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Office Assistant II level. In addition, positions at the Office Assistant III level are normally filled by advancement from the Office Assistant II level; contingent upon factors i-iv outlined above, as well as approved funding available for Office Assistant III. Number of positions available at this level may be limited.

Examples of typical job functions (illustrative only) essential functions may include, but are not limited to, the following: Positions at the Office Assistant I level may perform some of these duties and responsibilities in a learning capacity.

• Performs a wide variety of routine office administrative duties to support departmental operations, including filing (electronic and paper), preparing records, and using Citywide computer applications for processing accounts payable; receives payments; processes permits and licenses; and orders and maintains office and other related supplies.
• Answers incoming telephone calls and e-mails; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and City staff; refers issues to the appropriate staff or department; checks and replies to voicemail and email messages; greets visitors and residents at City facilities; distributes literature pertaining to City services and events.
• Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, staff reports, public notices, letters, emails, memoranda, certificates, invitations, budget reports, spreadsheets, community outreach materials, flyers, postcards, directories, and commendations; checks drafts for punctuation, spelling, and grammar, and suggests corrections.
• Collects and distributes incoming mail, packages, email communications, correspondence, reports, requests for service, and complaints to appropriate staff.
• Receives, processes, and tracks documents such as permit applications, contract agreements, proposals, plans and specifications, plan submittals, insurance certificates, subpoenas, summons, petitions, and claims.
• Collects fees and payments from the public; maintains records of and reconciles revenues collected; provides support to cashiering staff; prepares and coordinates cash deposits.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Compiles information and data for administrative, statistical, and financial reports; assembles reports, manuals, articles, announcements, and other informational materials.
• Maintains and updates departmental electronic and paper record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer and internet application systems, programs, and databases as required.
• Maintains calendars and makes meeting arrangements; schedules meetings between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings.
• Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; audits files to ensure they are properly maintained and categorized for retention purposes.
• Schedules and coordinates appointments, meetings, seminars, conferences, and training sessions; prepares meeting agendas and informational packets; mails out public notices.
• Runs basic reports and creates simple spreadsheets.
• Provides basic to intermediate customer service including responding to customer queries via phone and email using pre-approved templates and guidance documents.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

In addition to the above, Office Assistant III:

• Performs a wide variety of complex and difficult clerical and administrative duties to support department or divisional operations; updates department website and applications.
• Executes specialized and complex administrative projects.
• When compiling information, checks data; prepares and assembles reports and other work product.
• Prepares agendas, copies documents, mails notices, and compiles minutes for commission and committee meetings; attends commission or committee meetings and serves as secretary; mails letters, resolutions, and agreements to various committees and commissions.
• Schedules, reserves, and prepares City facilities for meetings and special events.
• Prepares, processes, tracks, and seeks approval for invoices, purchase orders, change orders, and billings; monitors departmental revenues and expenses and ensures funds are available to pay invoices; gathers bids; assembles purchase requisitions; enters data for budget tracking.
• Receives, processes, and tracks complaints via phone, at the public counter, or through the computer
• Creates records and runs reports; creates and utilizes spreadsheets.
• Audits files for compliance with mandated requirements and records retention schedules.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Provides intermediate to advanced customer services including responding to complex customer queries via phone and email using independent judgement.

Qualifications Positions at the Office Assistant I level may exercise some of these knowledge and abilities statements in a learning capacity. Knowledge of:

• City-wide and department-specific policies, processes, and procedures.
• General office business and administrative practices.
• Principles of business letter writing.