What are the responsibilities and job description for the Part-Time Office Assistant Bilingual position at City of Lemoore?
DEFINITION
To provide general office assistance in support of an assigned function; to perform a variety of clerical, secretarial and administrative tasks; to provide information to citizens and the general public; and to create and maintain a variety of records and files.
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 and by the level of supervision required in the performance of assigned duties. Since this class is typically used as a training class, employees may have only limited or no directly related work experience.
Office Assistant II: This is the full journey level class within the Office Assistant series. Employees within this class are distinguished from the Office Assistant I by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, 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.
SUPERVISION RECEIVED AND EXERCISED
Office Assistant I: Receives immediate supervision from higher level management staff.
Office Assistant II: Receives general supervision from higher level management staff.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS-Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
- Answer the telephone and route calls to appropriate personnel; provide information on departmental and City policies and procedures to internal and external customers as required; maintain record of complaints regarding City services.
- Receive, sort and distribute incoming and outgoing mail and correspondence; copy and distribute as requested.
- Type, proofread and word process a variety of correspondence, letters, reports, memoranda, forms and documents from rough draft or verbal instruction.
- Accept, process, verify, and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures.
- Maintain accurate and up-to-date files and records for assigned areas; monitor various logs, accounts and files for current and accurate information.
- Perform a variety of routine clerical accounting duties; create and maintain purchase orders; verify and code invoices; prepare a variety of reports including monthly bills, overdue statements and statistical information.
- Collect and assemble data and background materials for a variety of reports; compile and enter data into computer from various sources; verify data for accuracy and completeness; input corrections and updates.
- Prepare various agendas and documents for meetings; type, copy, collate and bind documents; assist in the preparation of proposal packets; transcribe minutes from meetings as assigned.
- Operate a variety of office equipment including a copier, typewriter, calculator and computer; enter important information into the computer.
- Maintain inventory of forms, office supplies and other general supplies for assigned department; order supplies as needed.
- Assist in a variety of personnel functions; prepare and maintain personnel records and files; assist with recruitment activities; provide information to employees as required.
- Assist in processing payroll; receive and verify time sheets and forms; enter and maintain payroll information for department; maintain records of daily attendance and overtime.
- Perform related duties as required.
QUALIFICATIONS
Office Assistant I:
Knowledge of:
Modern office procedures, methods and equipment including computers and applicable computer applications.
Principles and procedures of record keeping and filing.
Methods and techniques of proper phone etiquette.
Customer service techniques, practices, and principles.
English usage, spelling, grammar and punctuation.
Ability to:
Learn to prepare a variety of reports and records.
Learn to correctly interpret and apply City policies and procedures.
Perform general clerical work including maintaining files and compiling information for reports.
Type at a speed necessary for successful job performance.
Respond to requests and inquiries from the general public.
Operate office equipment including computers and supporting word processing and spreadsheet applications.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Office Assistant II: In addition to the qualifications for Office Assistant I
Knowledge of:
Principles of business letter writing and basic report preparation.
Policies and procedures of the City and assigned function.
Ability to:
Prepare a variety of reports and correspondence.
Correctly interpret and apply City policies and procedures.
Plan and organize work to meet changing priorities and deadlines.
Work independently in the absence of supervision.
Experience and Training Guidelines
Any combination of experience and training 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
Experience:
One year of general clerical experience is desirable.
Training:
Equivalent to the completion of the twelfth grade.
Office Assistant II
Experience:
Two years of increasingly responsible clerical experience.
Training:
Equivalent to the completion of the twelfth grade.
WORKING CONDITIONS
Environmental Conditions: Office environment; exposure to computer screens.
Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting, standing or walking for prolonged periods of time; moderate or light lifting.
Additional Information
An application and resume are required for an application to be considered complete.
SELECTION PROCESS: The qualifications of each applicant, as set forth in the application, will be continuously reviewed by Human Resources. Applicants whose applications clearly demonstrate they meet the requirements may be invited to participate in the selection process, which may be any combination of written, oral and/or performance exams. A score of 80% or above is required to advance through each phase of the process. An application must be completed. A resume is not a substitute for an application.