Office Assistant

Office Assistant

Applications are reviewed regularly. Postings may close prior to the listed date. Individuals are encouraged to apply immediately. Douglas County's Parks department is seeking to fill the position of Office Assistant for its Parks and Weed Control Office. Responsible for providing general office support and customer service, the Office Assistant will work as part of the dedicated team that meets the varied needs of visitors to the office including scheduling of weed management services, sales and rentals of weed abatement tools, supplies, and services, providing assistance in scheduling and management of park event reservations, and handling payments through point of sales systems. The ideal candidate for the role will be a team player who can thrive in a fast-paced office environment while providing top-tier customer service and performing high quality clerical work. Primary objectives include performing intermediate work performing a wide variety of general clerical and routine administrative duties in support of operations. This is the entry-level class of the office support series. Initially under close supervision, incumbents learn office and department procedures. As experience is gained, there is greater independence of action within established guidelines; performing related tasks as apparent or assigned.

Supervision exercised is none.

Primary Duties and Responsibilities

The primary duties and responsibilities include:

1. Assists general public, customers and staff in person, over telephone and by email; answers inquiries, provides general direction related to plan reviews and inspections, receives and attempts to resolve complaints, explains policies, procedures and proper use/completion of department forms.
2. Proofreads and checks typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.
3. Enters, edits and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus; may perform production computer information entry.
4. Prepares and updates a variety of reports and records which may require the use of arithmetic calculations and consolidating materials from several sources.
5. Acts as receptionist and receives and screens visitors and telephone calls and takes messages; provides factual information regarding County or departmental activities and functions which may require the explanation of rules, policies and/or procedures; may receive, receipt and balance monies.
6. Maintains records and processes forms, such as work orders, purchase requisitions and others specific to the organizational unit; may make arithmetic or standard statistical calculations.
7. Establishes and maintains office files; researches and compiles information from such files; purges files as required.
8. Operates standard office equipment, including word processors, computers, facsimile equipment and central telephones.
9. Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a work team.
10. Compiles materials for meetings, prepares agendas and attends such meetings to take summary notes as required.
11. May train and direct the work of temporary staff for special projects or programs.
12. Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
13. Contributes effectively to the accomplishment of team or work unit goals, objectives, and activities.

Minimum Qualifications/Certifications & Licenses

Minimum qualifications include a high school diploma or GED and one (1) year of experience with providing general administrative support; OR an equivalent combination of education, training and experience. Certifications/licenses are not required.

Working Conditions/Acknowledgements

Working conditions include the occasional exertion of up to 10 pounds of force, regular sitting and speaking or hearing; frequent use of hands; occasional standing, walking and repetitive motions. Work has standard vision requirements; vocal communication is required for conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to receive detailed information through oral communication and/or to make fine distinctions in sound. Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts and observing general surroundings and activities. Work is generally in a moderately noisy location (e.g. business office, light traffic). Work has no exposure to adverse environmental conditions.

Acknowledgements include the maintenance of all required licenses and certificates in active status without suspension or revocation, successful completion of background/screening, participation in E-Verify, and the completion of Section 1 of the Form I-9 along with required proof of right to work in the United States and proof of identity prior to starting employment.