Experience Inc. Jobs

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications arenotintended to reflect all duties performed within the job.

SUMMARY DESCRIPTION Under supervision (Office Assistant I) or general supervision (Office Assistant II), assist with and perform a variety of office, administrative, and general support work for an assigned City Department or work unit; greet office visitors and answer the telephone, providing information and referring visitors/callers to others; operate and use computers and office equipment; maintain a variety of files and records; and perform related work as required.

DISTINGUISHING CHARACTERISTICS

Office Assistant I This is the entry-level class in the Office Assistant series. This class is distinguished from the Office Assistant II by the performance of the more routine tasks and duties assigned to positions within the series. Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Advancement to the "II" level is based on demonstrated proficiency in performing the assigned functions, and is at the discretion of higher level supervisory or management staff.

Office Assistant II This is the experienced level within the Office Assistant series. Employees within this class are distinguished from the Office Assistant I by the ability to perform the full range of general clerical and office support duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, possess more detailed knowledge of City policies and procedures, and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the "I" level, or when filled from the outside, have prior experience.

REPORTS TO A variety of City supervisory or management positions, depending upon the department or program area where assigned.

CLASSIFICATIONS SUPERVISED This is not a supervisory class.

Examples of Duties

REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Performs a variety of office, administrative, and general support assignments; gathers, assembles, organizes, and tabulates data and information.
2. Serves as an office receptionist greeting office visitors and answering the telephone; responds to requests for information relating to assigned responsibilities; and refers callers to appropriate staff for further assistance as needed.
3. Processes mail including receiving, sorting, and distributing incoming and outgoing correspondence.
4. Maintains accurate and up-to-date files and records for assigned areas; monitors various logs, accounts, and files for current and accurate information; and organizes and maintain filing systems.
5. Type, proofread, and word process a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminates information as appropriate; and may work on special reports, projects, and publications.
6. Enters data into a computer from various sources; verifies data for accuracy and completeness; and inputs corrections and updates.
7. May assist with maintaining a variety of special operating or activity records; processes work orders.
8. Operates a variety of office equipment including a typewriter, telephone systems, copier, facsimile machine, and/or computer; learns and uses spreadsheets and other special computer software.
9. Perform related duties as required.

Typical Qualifications

QUALIFICA IONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of: Correct English usage, spelling, grammar, and punctuation. Basic mathematical principles. Principles and procedures of record keeping and filing. Methods and techniques of proper phone etiquette. Basic principles of business letter writing and basic report preparation. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to: Learn and perform a variety of administrative, office, and general support work with minimal guidance and supervision. Read, interpret, and apply policies, procedures, and regulations. Follow oral and written directions. Type and/or enter data at a speed necessary for successful job performance. Gather and organize data and information. Maintain and update records and reports. Respond to requests and inquiries from the general public. Deal tactfully and courteously with the public and other staff when explaining the functions and policies of the work area where assigned. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines-Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Office Assistant I Education/Training: Equivalent to the completion of the twelfth grade. Experience: One year of clerical experience. License or Certificate: Some positions may have additional Departmental requirements such as specific typing skills. Possession of a valid California Driver License issued by the Department of Motor Vehicles. Office Assistant II Education/Training: Equivalent to the completion of the twelfth grade. Experience: Two years of responsible clerical experience involving a high level of public contact comparable to an Office Assistant I with the City of Merced.

License or Certificate: Some positions may have additional Departmental requirements such as specific typing skills. Possession of a valid California Driver License issued by the Department of Motor Vehicles.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions. Environment:Work is performed in an office environment; frequent contact with other staff and the public. Physical: Sit for extended periods; frequently stand and walk; nor