Office Assistant II (Dept) - PreK

DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for independently performing complex clerical operations and administrative support tasks for an administrative officer or program manager. Incumbents spend a substantial amount of time operating a personal computer and the rest of the time on routine administrative tasks to ensure the efficient workflow of the office. Incumbents work under general supervision, receiving detailed instructions only where policies have not yet been determined. This class differs from that of Office Assistant I by the increased time spent on using computer programs to accomplish tasks and operating as the lead clerical support in an office. The incumbent does related work as required.

TYPICAL WORK ACTIVITIES

• Enter and retrieve information using software on a computer.
• Using a computer for various applications, such as word processing to produce printed material such as letters, memoranda, and forms.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Make copies of correspondence or other printed material.
• Train and assist staff with computer usage.
• Order and dispense supplies.
• Prepare conference or event materials, such as flyers or invitations.
• Perform timekeeping functions and provide information to assist in the processing of payroll.
• Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
• Establish work procedures or schedules and keep track of the daily work of clerical staff.
• Arrange conference, meeting, or travel reservations for office personnel.
• Supervise other clerical staff and provide training and orientation to new staff.
• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.

FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Good knowledge of general office terminology, procedures, and equipment and clerical techniques.
• Good knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
• Good knowledge of proper grammatical usage, punctuation, and spelling.
• Good knowledge of the principles and practices for providing customer service.
• Skill in using email, word processing and spreadsheet software.
• Ability to communicate effectively both orally and in writing.
• Ability to understand and carry out complex oral and written instructions.
• Ability to communicate information clearly and courteously by telephone or in person.
• Ability to make minor decisions in accordance with laws and regulations and to apply these to work problems.
• Ability to assign, supervise and review the work of a small group of clerical personnel in a manner conducive to full performance and high morale.
• Ability to establish effective working relationships with co-workers, superiors, and the public.
• Ability to make arithmetical computations and tabulations accurately and with reasonable speed.
• Ability to manipulate an alphanumeric keyboard to produce letters, reports, charts and other documents with a high degree of accuracy and within required time frames.

MINIMUM QUALIFICATIONS

PROMOTIONAL

• Two (2) years of permanent competitive class status as an Office Assistant I; OR,
• Three (3) years of permanent competitive class status as a Typist I or Typist I (Spanish Speaking).

OPEN COMPETITIVE

• (A) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate's Degree, or higher, and two (2) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications; OR,
• (B) Graduation from high school or possession of a high school equivalency diploma and three (3) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications.

WORKING HOURS: 12 months, 40 hours per week at Pe-K Department

SALARY/COMPENSATION: Salary will vary depending on location and per the Unit 9 contractual agreement

The Onondaga County Civil Service job description can be viewed by clicking here .
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