PUBLIC DEFENDER'S OFFICE - OFFICE ASSISTANT

Job Title

Office Assistant

Job Description

The Office Assistant under direct supervision performs a variety of general clerical tasks and functions to a specific County office or department.

Minimum Qualifications

Bilingual in English/Spanish preferred. Acceptable experience and education includes a high school diploma or equivalent and one (1) year of office/secretarial/customer service experience. Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Certificates, licenses, and other requirements may include Deputy Clerk deputizing, AOP certification, a valid driver's license applicable to job responsibilities, and a personal smart device for access to the County's network and systems.

Typical Duties

Essential duties include preparing routine documents and correspondence, greeting and assisting County personnel and the public, reviewing and entering data, maintaining records and files, performing office clerical duties and support functions, receiving and sorting mail and communications, maintaining confidentiality, reporting equipment maintenance needs, substituting during temporary absences, providing excellent customer service, creating a high-quality work culture through training and mentoring, performing electronic filing, assisting attorneys, securing signatures on legal documents, troubleshooting office applications, operating a multi-line telephone system, assisting in outreach strategies, updating social media, maintaining department operational procedures, planning and organizing special events and meetings, performing calendaring activities, ordering and maintaining supplies, and scheduling document/record archive and disposal.

Job Summary

The Office Assistant under direct supervision performs a variety of general clerical tasks and functions to a specific County office or department.

Additional Information

Organizational relationships include reporting to a supervisor, manager, department head, or elected official or designee. This is a non-supervisory position with frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies, and the general public. Minimum requirements include knowledge of modern office administration, English usage, office methods, adding machines, computers, filing systems, and the ability to learn the organization, perform word processing, data entry, cashier duties, routine clerical work, verify and cross-check files and data, operate a personal computer and various software applications, conduct mathematical calculations, prepare clear and concise reports, communicate effectively, maintain cooperative and effective relationships, pass a background investigation, demonstrate regular and reliable attendance, work well with others in a team-oriented environment, interface with others in a courteous and respectful manner, maintain strict confidentiality, project positive support of their department and all county organizations, and maintain the County's commitment to customer service excellence.