Office Assistant

Job Description

The purpose of this classification is to provide routine clerical support for an assigned division or department. Work is of a routine nature and does not require prior knowledge of departmental operations.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Serves as the receptionist or first point of contact for the public; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; and initiates and returns calls as necessary.

Provides clerical support for an assigned department/division; and processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.

Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; and researches problems/complaints and initiates problem resolution.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files, maintains, and stores hardcopy records.

Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.

Receives moneys in payment of various fees/services; records transactions and issues receipts; and balances revenues and forwards revenues as appropriate.

Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; and replenishes paper supply in fax machine as needed.

Types/sends e-mail messages; and screens incoming e-mail messages.

Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; and processes bulk mailing projects.

Copies and distributes forms, reports, correspondence, and other documentation.

Files documents for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; and retrieves/replaces files.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; and initiates requests/orders for new or replacement supplies.

Conducts routine research of department files, court/legal records, database records, hardcopy materials, internet sites, or other sources as needed.

Types, prepares, or completes various forms, reports, correspondence, lists, receipts, work orders, or other documents.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; and utilizes word processing, spreadsheet, database, case management, calendar, internet, e-mail, or other programs.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; and coordinates service/repair activities as needed.

Minimum Requirements:
High school diploma or GED required; experience in clerical or customer service work preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.


Assessment Requirement: Applicants for this position are required to successfully complete a skills assessment. Candidates who do not successfully pass the assessment will not advance to the next phase of the recruitment process.

TOTAL TIME: 41 minutes