Office Assistant I/II (Open and Promotional)

Office Assistants I/II

Office Assistants I/II are employed by most County departments and provide a variety of routine to moderately difficult office support tasks such as typing, word processing, filing, recordkeeping, photocopying, and receptionist services. They receive and screen visitors and telephone calls; take messages; type routine correspondence, reports, and other documents; proofread typed material for accuracy, completeness, and correct English usage; enter, edit, and retrieve a variety of information; research and collect data from several sources; gather material for meetings, prepare agendas and type minutes of meetings; make travel arrangements for others; order office supplies; receive, sort, and forward mail to office staff; and serve as a back-up for clerical co-workers who are absent from the office.

Distinguishing Characteristics

Office Assistant I is the entry level class of this office support series. Initially under close supervision, incumbents learn office and County procedures. As experience is gained, there is greater independence of action within established guidelines. This class is flexibly staffed with Office Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

Office Assistant II is the journey level class of this series, fully competent to independently perform a variety of responsible office support duties. All positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances. Specific duties, including the amount of typing, word processing, use of on-line or personal computers and contact with the public will vary with the organizational unit to which assigned. This class is distinguished from Lead Office Assistant in that the latter assigns, directs and reviews the work of a small office support staff. This class is further distinguished from Office Specialist in that the latter performs the most difficult, technical, complex and/or specialized office support duties which require a definable body of technical knowledge and skill.

The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

Examples Of Duties

Duties may include, but are not limited to, the following:

• Act as receptionist and receive and screen visitors and telephone calls and take messages; provide factual information regarding County or unit activities and functions which may require some interpretation of rules, policies and/or procedures.
• Type correspondence, reports, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions, using a typewriter or word processor; may compose standard correspondence from brief instructions.
• Proofread and check typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.
• Enter, edit, and retrieve data and prepare periodic or special reports from an on-line or personal computer system following established formats and menus.
• Prepare and update a variety of reports and record which may require the use of arithmetic calculations and consolidating materials from several sources.
• Maintain records and processes forms, such as work orders, purchase requisitions and others specific to the organizational unit; may make arithmetic or basic statistical calculations.
• Establish and maintain office files; research and compile information from such files; purge files as required.
• Review computer-produced and typed reports for accuracy, research exemptions and make corrections as required.
• May compile materials for meetings, prepare agendas and attend such meetings to take summary notes as required.
• Operate standard office equipment, including word processors, personal or on-line computers, facsimile equipment and central telephones.
• Perform such office support activities as opening and distributing mail, processing outgoing mail, erasing dictation tapes, making travel arrangements and preparing purchase requisitions.
• Provide off hours support as required.
• Perform related duties as assigned.

Qualifications

Note: The level and scope of the knowledge and skills listed below are related to job duties as defined under Distinguishing Characteristics.

Knowledge of:

• Policies and procedures related to the department to which assigned.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Business letter writing and the standard format for typed materials.
• Basic business data processing principles and the use of word processing or personal computing equipment.
• Correct English usage, including spelling, grammar and punctuation.
• Business arithmetic.
• Basic record keeping principles and practices.

Skill/Ability to:

• Perform detailed office support work accurately.
• Compose routine correspondence from brief instructions.
• Operate standard office equipment, including a word processor and computer terminal.
• Use initiative and sound independent judgment within established guidelines.
• Prioritize work and coordinate several activities.
• Organize and maintain accurate files and records.
• Make accurate arithmetic calculations.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Understand and carry out oral and written directions.

Note: Specific positions may require the ability to type at a rate of 40 net words per minute from printed copy.

Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Office Assistant II: One year of general clerical or office assistant experience.