What are the responsibilities and job description for the PT Office Assistant I - Records Management position at City of Palmdale?
The Office Assistant I performs a wide variety of general clerical duties related to filing, reception, form processing, record maintenance, mail, typing and data entry; obtains and compares information for an assigned department.
DISTINGUISHING CHARACTERISTICS:
Office Assistant I
This is the entry-level classification in the Office Assistant series. Positions in this classification typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Office Assistant I classification is distinguished from the II level by the performance than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of the assigned area of responsibility are learned.
Essential and other important responsibilities and functions may include, but are not limited to, the following:
- Perform general clerical duties related to the assigned functional area and department.
- Type, proofread and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, recordings, oral, or electronic instruction.
- Answer the telephone and respond to questions from the general public, giving information on the policies and procedures of the department and the assigned program.
- Assist in the enrollment of participants in an assigned program.
- Issue, receive, type, and process various applications, permits, and other forms.
- Process bills for fees; record payments and send delinquent notices in accordance with department policy.
- Process permits and licenses; collect and process fees and charges; and register participants in City-sponsored programs.
- Assist with arrangements for special events and set-up for meetings.
- Schedule inspections and appointments, as assigned.
- Perform a wide variety of routine clerical work, including filing, copying, scanning, billing, data entry, and checking and recording information on records.
- Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
- Maintain a variety of statistical records; check and tabulate statistical data; and prepare simple statistical reports.
- Perform a variety of Administrative and program management tasks in accordance with department programs and services; Track and organize transactions.
- Maintain assigned records; create single reports.
- Assist with financial processing.
- Open, sort, and distribute mail; operate a postage meter, log postage costs, and ensure the mail is picked up; and arrange for priority mail service.
- Order office supplies; and submit expense claims.
- Perform related duties, as assigned.
Example of Essential Functions When Assigned To:
Records Management
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Office Assistant I:
Education:
High school diploma, G.E.D. or equivalent
Experience:
No experience is required.
Knowledge of:
Office Assistant I:
- English usage, spelling, grammar, and punctuation.
- Standard office methods, equipment, and software applications.
- Principles of basic arithmetic.
Ability to:
Office Assistant I:
- Perform routine clerical work including filing, proofreading, and data entry.
- Verify and check files and data.
- Communicate clearly and concisely, both orally and in writing.
- Perform simple mathematical calculations.
- Enter data and type at an acceptable rate.
- Operate a variety of office equipment such as calculators, facsimile machines, and copiers.
- Use computer software programs including word processing, spreadsheet, and database applications.
- Build and maintain positive working relationships with co-workers, other City employees and the public using principles of excellent customer service.
WORKING CONDITIONS:
Physical Demands:
Mobility: frequent use of a keyboard; frequent standing, walking, and sitting for long periods of time; occasional climbing, bending and squatting.
Lifting: frequently up to 10 pounds; occasionally up to 40 pounds.
Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.
Hearing/Talking: frequent hearing and talking, in person and on the phone.
Emotional/Psychological: frequent routine decision-making and concentrating; frequent public and/or coworker contact; occasional working alone.
Environmental: frequent exposure to noise.
WORK ENVIRONMENT:
Work is performed in a typical temperature-controlled office environment, subject to typical office noise.
When assigned to the Records Management, work is performed in a warehouse. While the offices are temperature-controlled office environments, the work performed at the Records Center Warehouse may be subject to an extremely hot/cold environment.
This position may require occasional overtime; weekend work and travel are rare.
Salary : $21 - $23
