Office Assistant

Office Assistant Under general supervision, performs a variety of office, administrative, and general support duties for an assigned county department or work unit; greets office visitors and answers the telephone, providing information and referring visitors/callers to others; operates and uses computers and office equipment; and performs related duties as assigned. Definition Under general supervision, performs a variety of office, administrative, and general support duties for an assigned county department or work unit; greets office visitors and answers the telephone, providing information and referring visitors/callers to others; operates and uses computers and office equipment; and performs related duties as assigned. Distinguishing Characteristics This is the journey-level classification in the Office Assistant series. Incumbents perform a variety of office, administrative, and general support duties that requires previous related experience. It is distinguished from Office Assistant III in that Office Assistant III incumbents perform more specialized and complex work, may have day-to-day responsibility for an assigned work area, and may lead and coordinate the work of other office support staff. Supervision Received and Exercised Receives general supervision from supervisory and/or management staff, depending on areas of work assignments. Exercises no supervision over staff. Examples of Essential Duties Performs a variety of office, administrative, and general support assignments. Serves as an office receptionist greeting office visitors and answering the telephone, providing information, and making referrals to other staff. Gathers, assembles, compiles, organizes, and tabulates data and information. Types, word processes, and proofreads a variety of documents and materials. Maintains and updates records and information in manual and/or automated retrieval systems. Records and logs invoices, claims, and other documents. Receives, sorts, and distributes mail. Utilizes databases, spreadsheets, and other special computer software. Operates a wide variety of standard office equipment, including a personal computer. May assist with special projects. May assist with updating and maintaining specialized manual and/or computerized departmental records and generating reports. Performs related duties as assigned. Minimum Qualifications Knowledge of: Modern office methods and procedures. Public relations principles and techniques. File maintenance and information retrieval systems. Computers and standard business software used in office and administrative support work. Correct English usage, spelling, grammar, and punctuation. Basic mathematics. Ability to: Perform a variety of administrative, office, and general support work with minimal guidance and supervision. Quickly learn the policies and procedures of the department and unit where assigned. Read, understand, and apply policies, procedures, and regulations. Follow oral and written directions accurately. Type or use word processing software at an acceptable speed to meet production requirements. Gather and organize data and information. Maintain and update records and reports. Operate a personal computer and use department software in the performance of assigned work. Operate and use office equipment. Deal tactfully and courteously with the public and other staff when explaining the functions and policies of the work area where assigned. Regularly work well under pressure, meet multiple and sometimes conflicting deadlines. Constantly demonstrate cooperative behavior with colleagues, supervisors, and customers/clients. Education and Experience One (1) year of full-time general office support experience. Additional directly related education and/or experience may be substituted. Applicants may substitute relevant experience and/or education at a 2 to 1 ratio to fulfill minimum qualifications. For further details, individuals should reach out to the Human Resources department. ADA Accommodations Individuals in need of accommodation during the application and/or selection process under the Americans with Disabilities Act (ADA) should reach out to County of Lake Human Resources at View phone number on click.appcast.io. The County is an Equal Opportunity Employer The County of Lake is an equal opportunity employer and will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Veteran's Preference Working Conditions, ADA, and Other Requirements Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure to extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; underground, confined, or restricted workspaces; and heights more than five stories above ground level. Incumbents may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Incumbents may also be subject to clients or members of the public afflicted with behavioral disorders or who are under emotionally stressful conditions. Positions in this class typically require sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for light work. Positions assigned to the Registrar of Voters Heavy Work: Exerting up to 100 pounds of force occasionally, and/or 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. Positions assigned to the Registrar of Voters are required to work irregular and extended hours evenings, weekends, and holidays during election sessions. Positions in this class may require local and statewide travel as necessary. A successful candidate will be required to submit to and pass a background check prior to the appointment. Depending upon the position and/or assigned department, the background check may include but is not limited to civil and criminal history check, reference check, Live Scan, and/or credit check (as allowed under state law). Disaster Service Workers As members of the County of Lake Emergency Services Organization, all Lake County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to perform certain emergency services at the direction of the department and/or County. The contents of this class specification shall not be construed to constitute any expressed or implied warranty or guarantee, nor shall it constitute a contract of employment. The County of Lake assumes no responsibility beyond the general accuracy of the document, nor does it assume responsibility for any errors or omissions in the information contained herein. The contents of this specification may be modified or revoked without notice. Terms and conditions of employment are determined through a “meet and confer” process and are subject to the Memorandum of Understanding currently in effect. #J-18808-Ljbffr