DEFINITION

Under general supervision, performs a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry; obtains and compares information related to department records, programs and services; may perform initial applicant/customer screening; performs related work as required.

DISTINGUISHING CHARACTERISTICS

Office Assistant I is the entry level class in the Office Assistant series. Initially under close supervision, incumbents learn office and County procedures and are given detailed instructions in the performance of routine clerical duties related to filing, reception, form processing, record maintenance, mail, and typing or data entry, and performs tasks that are more structured and repetitive than those assigned to higher level Office Assistant II. As experience is gained and skills and knowledge are developed, there becomes a greater independence of action within established guidelines. This class is alternately staffed with Office Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

Office Assistant II is the journey level class of this series, fully competent to independently perform a variety of responsible office support duties. Employees at this level are expected to perform difficult and responsible office support work within the framework of established work methods and procedures and to use independent judgment in selecting and applying specific references, procedures, sequences, and alternatives to different work situations, referring non-procedural questions to the appropriate supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level Office Assistant I. Office Assistant II is distinguished from Senior Office Assistant in that the latter may be assigned lead worker responsibilities, work with a higher degree of independence and perform the more complex office support work.

EXAMPLES OF DUTIES

• Acts as receptionist and receives and screens visitors and customers; uses multiline system to answer telephone calls and obtains information to determine appropriate resource, action, document, or staff referral to meet customer needs.
• Addresses complaints and explains regulations to customers or the public.
• Responds to inquiries regarding departmental functions, services, policies, and procedures.
• Explains the proper use of forms and documents.
• Prepares items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
• Schedules customer appointments and maintains schedules for technical or professional staff.
• Composes and types correspondence, reports, memos, and other documents.
• Reviews and processes forms and documents in accordance with established guidelines and procedures.
• Monitors and updates manual or electronic files.
• Operates a variety of standard office equipment.
• Compiles information to respond to questions or address issues.
• Reviews submitted forms or applications to verify accuracy and completeness.
• Operates automated systems, or other department specific computer systems.
• Maintains accurate department and customer records.
• May perform initial screening of applications for departmental services.
• Performs related duties as assigned.

QUALIFICATIONS

QUALIFICATIONS

NOTE: The level and scope of the knowledge and skills listed below are related to job duties as defined under Distinguishing Characteristics.

Knowledge of:

• General office functions, procedures, equipment, and filing systems.
• General goals and purposes of department programs, services, and operations.
• English grammar, spelling, and punctuation.
• Word processing, spreadsheet, database, email, and calendaring automated systems.

Skill in:

• Explaining policies, procedures, and regulations governing program operations.
• Analyzing situations involving rules and regulations and demonstrating good judgment when making decisions.
• Quickly and accurately entering and retrieving data using an automated system.
• Communicating effectively both orally and in writing.
• Interacting with individuals from various educations, socioeconomic, and ethnic backgrounds.
• Working cooperatively as part of a team.
• Identifying and correcting inaccurate or inconsistent information.
• Listening attentively and understanding oral information provided.
• Prioritizing, planning, and organizing one's own work.

Other Requirements:

Specified positions may require possession of a valid California driver's license for the class of vehicle required to carry out job-related duties. Some positions may require the ability to type at a net corrected speed of 45 words per minute. Specified positions may require evening, weekend or other off-shift work.

Desirable Education and Experience:

A typical way to obtain the knowledge and skill outlined above is:

Office Assistant I: Six months of office support work or other training and experience related to filing, reception, processing mail, typing, data entry, answering telephones, assisting the public, or other clerical duties which demonstrate possession of the basic knowledge and skills outlined above.

Office Assistant II: In addition to the above, one year of general clerical or office assistance experience at a level equivalent to the County's class of Office Assistant I.