Office Assistant II (Part-Time)

Description

Example of Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Prepares correspondence, reports, forms, receipts, warrants, vouchers, work orders, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.
• Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
• Acts as receptionist; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person, and/or provides factual information regarding City and departmental activities and functions, which may require the application and explanation of rules, policies, and procedures.
• Enters, edits, updates, and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may perform production data entry.
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Establishes and maintains office files, following an established filing system; researches and compiles information from such files; purges files as required.
• May collect and account for fees and other monies collected.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, and arranging for equipment purchase and maintenance.
• Processes and distributes incoming and outgoing mail for the office or department.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-radio or other department-specific equipment.
• Performs other duties as assigned.

Typical Qualifications

Supplemental Information

EDUCATION AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from high school and two (2) years of office support, secretarial or general clerical experience equivalent to Office Assistant I. Experience in dealing with the public and working in a public agency setting is desirable.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed material and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.