Office Assistant

Job TitleUnder general supervision, performs a variety of routine office support activities, including telephone, front office, and counter reception, word processing, data entry and organization, record keeping, mail processing, ordering supplies, and scanning and filing documents; provides accurate information to visitors, callers, and written inquiries requiring knowledge of SBCTA programs, services, policies, and procedures; assists with the compilation, routing, monitoring, and distribution of contracts, agreements, and other documents; and performs related duties as assigned. Supervision Received and Exercised Receives general supervision from assigned supervisory or management personnel. Exercises no supervision over staff.Class Characteristics This is a journey-level classification responsible for performing routine office support and reception duties. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This classification is distinguished from the Executive Assistant in that the latter performs the more advanced and complex administrative and office support duties such as providing administrative support to assigned boards, committees, and commissions.Job FunctionsPerforms general reception duties; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides factual information regarding SBCTA programs, activities, and functions; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.Gathers information from appropriate sources; completes and processes forms, records, and/or other documents; routes documents for required signatures.Types, formats, prints, copies, sorts, and/or distributes various contracts, agreements, correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.Enters, edits, and retrieves data following established formats and data standards.Maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; converts files to appropriate formats; adheres to established records retention schedules including archiving, scanning, and destructing files.Performs other routine clerical support work as required, which may include, but is not limited to, maintaining lists and logs, opening and distributing mail, processing outgoing mail, and ordering and maintaining inventory of office supplies.Performs related duties as required.QualificationsKnowledge of: Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. Record keeping principles and practices. Business arithmetic. Methods of preparing and processing various contracts, agreements, records, correspondence, reports, forms, and other documents. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and SBCTA staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.Ability to: Perform varied office and customer service support work with accuracy and speed. Type concise reports, correspondence, and other written materials from instructions. Prepare and process various contracts, agreements, records, reports, forms, and other documents. Learn, understand, interpret, apply, and explain applicable federal, state, and local policies, procedures, laws, and regulations and SBCTA policies and procedures relevant to work performed. Learn and understand the organization and operation of SBCTA as necessary to assume assigned responsibilities. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Respond to and effectively prioritize multiple phone calls and other requests for service. Make accurate mathematical computations. Maintain a variety of filing, record keeping, and tracking systems. Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements. Organize work, set priorities, meet critical deadlines, and follow-up on assignments. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to the completion of the twelfth (12th) grade and three (3) years of customer service or clerical office support experience. Licenses and Certifications Requires possession of a valid California Driver's License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.Supplemental InformationPhysical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; operates a motor vehicle and visit various SBCTA sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing policies and procedures.