Office Assistant I -Records Management

Office Assistant I

The full salary range for this position is as follows: Office Assistant I - $21.99 to $28.06. Expected hiring range is as follows: $21.99 to $24.24 Please note, the position is part-time.

The Office Assistant I performs a wide variety of general clerical duties related to filing, reception, form processing, record maintenance, mail, typing and data entry; obtains and compares information for an assigned department.

This is the entry-level classification in the Office Assistant series. Positions in this classification typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Office Assistant I classification is distinguished from level II by routine and repetitive duties performed according to the established process and procedures. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of the assigned area of responsibility are learned.

Essential and other important responsibilities and functions may include, but are not limited to, the following:

• Perform general clerical duties related to the assigned functional area and department.
• Type, proofread and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, recordings, oral, or electronic instruction.
• Answer the telephone and respond to questions from the general public, giving information on the policies and procedures of the department and the assigned program.
• Assist in the enrollment of participants in an assigned program.
• Issue, receive, type, and process various applications, permits, and other forms.
• Process bills for fees; record payments and send delinquent notices in accordance with department policy.
• Process permits and licenses; collect and process fees and charges; and register participants in City-sponsored programs.
• Assist with arrangements for special events and set-up for meetings.
• Schedule inspections and appointments, as assigned.
• Perform a wide variety of routine clerical work, including filing, copying, scanning, billing, data entry, and checking and recording information on records.
• Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
• Maintain a variety of statistical records; check and tabulate statistical data; and prepare simple statistical reports.
• Perform a variety of Administrative and program management tasks in accordance with department programs and services; Track and organize transactions.
• Maintain assigned records; create single reports.
• Assist with financial processing.
• Open, sort, and distribute mail; operate a postage meter, log postage costs, and ensure the mail is picked up; and arrange for priority mail service.
• Order office supplies; and submit expense claims.
• Perform related duties, as assigned.

Example of Essential Functions When Assigned To: Records Management

• Process files for storage or destruction based on the Records Retention Schedule.
• Sort and file documents and records, maintaining alphabetical, index, and cross-referencing of files.
• Process requests for retrieval of records and track file movement.
• Check and verify the contents of boxes of files transferred for storage, and input data into the Electronic Document Management System (EDMS).
• Assist the City Clerk's office with the records imaging system; including working with the vendor to troubleshoot problems and testing updated imaging software.
• Assist the City Clerk's office with reviewing processes, procedures, and forms at the Records Center.
• Prepare documents for scanning by an outside vendor, including removing staples, adding barcodes, and creating logs; perform quality control of scanned documents and upload them into the electronic content management system.
• Work with departments to ensure the content of boxes of records requested for storage is in the acceptable format prior to the transfer for storage.
• Assist departments when they call in with questions regarding which record management form should be used or other related City Clerk form.

Qualifications:

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Standard office methods, equipment, and software applications.
• Principles of basic arithmetic.

Education and Experience:

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Education: High school diploma, G.E.D. or equivalent

Experience: No experience is required.

Licenses/Certifications/Other Requirements: Possession of or ability to obtain and maintain a valid California driver's license, or the ability to use alternative transportation methods to perform the essential duties of the position.

Working Conditions:

Physical Demands: Mobility: frequent use of a keyboard; frequent standing, walking, and sitting for long periods of time; occasional climbing, bending and squatting.

Lifting: frequently up to 20 pounds; occasionally up to 40 pounds.

Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.

Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.

Hearing/Talking: frequent hearing and talking, in person and on the phone.

Emotional/Psychological: frequent routine decision-making and concentrating; frequent public and/or coworker contact; occasional working alone.

Environmental: frequent exposure to noise.

Work Environment: Work is performed in a typical temperature-controlled office environment, subject to typical office noise. When assigned to the Records Management, work is performed in a warehouse. While the offices are temperature-controlled office environments, the work performed at the Records Center Warehouse may be subject to an extremely hot/cold environment.