Office Assistant (Contract Position)

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Description

Under general supervision, the purpose of the position is to provide routine administrative support to the assigned department or assigned supervisor. Employees in this classification function at a moderately difficult generalist level and are accountable for the accuracy of both routine and non-routine administrative support duties performed as dictated by the nature of department. Position may be assigned to a large department and perform a broad array of generalized administrative support functions, or assignment may be to a smaller specialized department wherein incumbents receive instruction in departmental functions. This classification requires strong organizational and interpersonal skills with the ability to carry out a variety of directed tasks. This is a contract position to be reviewed on an annual basis.*

Examples of Duties

• Researches and generates correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department.
• Performs a variety of routine administrative functions, e.g., data entry, typing, reports processing.
• Compiles, prepares, and may be responsible for distributing daily, weekly, monthly or annual reports, invoices, purchasing orders, and other relevant materials appropriate to the assigned unit.
• Receives telephone inquiries and complaints, ascertaining the nature of the call, resolving customer issues or directing to appropriate personnel for further assistance.
• Performs a variety of essential record keeping duties, and maintains department record keeping and filing systems relevant materials appropriate to assigned unit, e.g., payroll, accounts payable, departmental files, personnel records, accounting data.
• Develops, receives and reviews various reports, plans, and applications for the purpose of verifying accuracy, and ensures necessary copies of pertinent documents are made and distributed appropriately, e.g., statistical data, licenses, invoices, purchase orders.
• Completes and processes various forms required of assigned department, i.e., personnel forms, invoices, work orders, purchase orders.
• Operates various office equipment, e.g., computer terminals, word processor, printers, copy machines, telephone systems, facsimile machines, calculators.
• Assists other unit personnel in supporting efficient functioning of the department.

Typical Qualifications

High school diploma or GED. One (1) to two (2) years of experience and/or training in administrative/secretarial support functions; or an equivalent combination of education, training, and experience. Must successfully and accurately pass the entrance typing exam with 45+ wpm.

Supplemental Information

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office or meeting and training rooms, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations, and traffic signals when driving.