What are the responsibilities and job description for the Office Assistant / Administrative Assistant position at 22nd Century Technologies?
Title : Office Assistant / Administrative Assistant
Duration : 3 Months
Pay rate : $20.73 / hr. on w2 Without benefits.
Location : Stockton, CA 95202
Shift timings : M - F 8 : 00am - 5 : 00pm
BG / DT required : Yes
Job Description :
Under general supervision, provides a variety of routine to complex administrative support, which may include receptionist duties, typing, proofreading, record keeping, opening and distributing mail, scheduling meetings, preparing meeting agendas and summaries, entering and retrieving information from computer databases, carrying out research and compiling reports that may require the use of arithmetical calculations, ordering supplies, processing invoices, and other duties as assigned. The complexity of assignments shall increase as the incumbent progresses from one level in the series to another.
Class Characteristics :
This is a deep class in which incumbents may be assigned to any level, provided they possess the required education, license(s) / certificate(s), experience, and successfully demonstrate proficiency that meets the qualifications for the class to which they are to be assigned. Incumbents will be advanced to the Office Specialist or Secretary classification depending upon the needs of the hiring department.
Office Assistant I is the entry-level class of this office support series. As experience is gained, there is greater independence of action within established guidelines.
Office Assistant II is the journey-level class of this series, fully competent to independently perform a variety of office support duties. All positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances. This class is distinguished from Office Specialist and Secretary, which perform the most complex technical or specialist office support work in addition to providing generalized office support.
Office Specialist is the specialist level in the office support series, with responsibilities including the performance of complex or difficult office support work requiring the use of independent judgment or the application of technical or related skills. Incumbents at this level possess a detailed knowledge of their department's specialized activities and often function as the only office support for an organizational or functional unit. Lead direction of others is not a regular part of the job; although project or relief leadership may be required. This class is distinguished from
Supervising Office Assistant in that the latter is the full first-line supervisory class over office support staff.
Secretary is distinguished from other office support classes in the series in that incumbents provide secretarial and office administrative services for a designated division, section and / or related supervisory or professional staff. General guidelines for action are normally established by the unit manager or supervisor; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of City staff and representatives of the public. This class is distinguished from Executive Assistant in that the latter provides complex and sensitive secretarial assistance to Assistant City Manager, Department Manager or City officer.
Role & Responsibilities :
Operates a personal computer and other standard office equipment.
Receives and screens visitors and telephone calls, takes messages, personally handles callers / visitors or refers them to proper party.
Provides information to internal and external customers that may require the use of independent judgment or the interpretation of City or departmental policies and procedures.
Independently types correspondence, reports, forms, and other specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions; enters and / or retrieves data and prepares documents utilizing various computer programs.
Initiates routine correspondence for signature by appropriate management, supervisory, or professional staff.
Reviews a variety of finished materials for completeness, accuracy, format, and compliance with policies and procedures and appropriate English usage.
Attends to routine office administrative details such as opening and distributing or processing mail, ordering supplies, arranging for the repair of equipment, transmitting information, keeping reference materials up to date, and keeping informed of unit activities.
Schedules meetings, notifies participants, compiles materials, prepares agendas, reserves facilities; makes travel, meal and lodging arrangements; attends such meetings to take notes as required.
Researches, compiles, and / or updates a variety of reports which may require the use of arithmetic calculations and consolidating materials from several sources.
Establishes and maintains records, processes forms, researches and compiles information from such records.
May plan, assign, direct, and review the work of others on a project basis; may instruct staff in work procedures.
Education / Experience :
Office Assistant I : Graduation from high school or possession of a GED certificate. Must possess a valid (two year sold or less) typing certificate for at least 40 net words per minute from a recognized organization. Incumbents may advance to the Office Assistant II level after successfully completing a one-year probationary period and demonstrating proficiency which meets the qualifications of the higher level class.
Office Assistant II : Graduation from high school or possession of a GED certificate and one year of general clerical or office assistant experience equivalent to the City's class of Office Assistant I. Incumbents may advance to the Office Specialist or Secretary level after successfully completing a one-year probationary period and two additional years at the Office Assistant II level.
Office Specialist / Secretary : Graduation from high school or possession of a GED certificate and three years of general clerical or office administrative experience equivalent to the City's class of Office Assistant II. Newly hired incumbents must possess a valid (two years old or less) typing certificate for at least 50 net words per minute.
Special Requirement :
Incumbents in either the Office Assistant I or Office Assistant II level may enroll in the Office Support Certificate Program. Completion of the program must occur as a condition of advancement. Newly hired Office Specialists and Secretaries will be required to enroll in the City's Office Support Certificate Program and will attempt to complete the course within three years of the date of hire as a condition of continued employment.
Other Requirements :
Specified positions may require.
Possession of a valid California driver's license.
Evening and weekend work.
The ability to lift materials weighting up to 30 pounds.
Frequent operation of a data entry device, involving repetitive motion.
Occasional standing, bending, or squatting.
Skill in taking dictation at the rate of 80 words per minute and transcribing it accurately.
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