Office Assistant Senior

EXAMPLES OF DUTIES:

• Perform office support work including filing, billing, copying, data entry, and gathering and providing information; create, type, and proofread a variety of documents from written, recorded, verbal, or computerized sources.
• Act as receptionist; answer phone calls and assist the public and clients; provide information regarding assigned area and county policies, guidelines, and procedures; refer callers to appropriate personnel and take messages. 
• Gather information and data to prepare standard reports and records; sort, arrange, and file documents and records; review files for completion and accuracy.
• Perform record keeping for funds and expenditures; maintain purchase and inventory records; process purchase requisitions; resolve errors.
• Receive, sort, and distribute mail, messages, records, office supplies, and other materials; type, process, and review documents, permits, and applications; receive, process, and record cash payments; balance and reconcile cash amounts; maintain cash records.
• Order and maintain office supplies; process personnel, payroll, accounting and purchasing information and documents.
• In addition to the above duties, the Office Assistant 2 will: prepare information and data for moderately complex statistical and financial reports using spreadsheets, databases, and presentation applications; schedule meetings; coordinate staff schedules, trainings, and conferences; provide administrative support for one or more managers or assigned staff; issue, receive, and process various applications and forms including subpoenas.
• In addition to the above duties, the Office Assistant Senior will: maintain detailed records; gather, verify, correct, and record information; explain complex processes and requirements; interpret and apply program information; may assist public with standard program compliance questions and issues; assist with the design, implementation, monitoring, and maintenance of program processes, procedures, events, and systems; develop and evaluate office support processes; independently compose correspondence and memoranda; coordinate, compile, evaluate, and prepare information and data for complex and comprehensive reports using spreadsheets, databases, and presentation applications; maintain calendars and schedules of activities, meetings, and events; coordinate activities with other departments, the public, and outside agencies; assist with program duties such as training on systems, procedures, and operations with clients, agencies, and the public; develop and maintain complex manual and computerized record keeping systems for a variety of department or specialized program records; retrieve information; apply retention guidelines to purge records; assist with developing and coordinating the processing of forms, notices, orders, or materials required for program area functions; process a variety of forms that require the application of policies and procedures; select, compile, and evaluate materials, office forms, and report formats; may manage office support functions; recommend organizational or procedural improvements or modifications; prepare reports on operations and activities.
• Perform other duties as assigned.

LEVEL AND TYPE OF WORK AND/OR SUPERVISION:

Office Assistant 1

• Entry level
• Administrative Support
• Perform the more routine duties as assigned with increasing independence.
• Decisions made or actions taken require higher-level review and work is checked for progress and reviewed for quality and compliance to policy and procedures.
• Typically, incumbents may use the entry level to obtain the proficiencies to qualify at the next level in the classification series.
• Receive general supervision from manager or staff.

Office Assistant 2

• Journey level
• Administrative Support
• Perform the full range of duties, working independently, applying well-developed subject knowledge, and exercising judgment and initiative.
• Receive occasional instruction or assistance as new or unusual situations arise.
• Fully aware of the operating procedures and policies within the work unit.
• Work is reviewed based on compliance, appropriateness, and effectiveness in meeting goals and deadlines.
• Receive general supervision from manager or staff.
• May exercise technical and functional supervision over staff.

Office Assistant Senior

• Advanced level
• Administrative Support
• Perform the most difficult assignments requiring a higher level of responsibility, applying advanced subject knowledge, and exercising significant independent judgment and initiative.
• Receive work assignments in terms of objectives, priorities, and deadlines.
• Work is reviewed for technical accuracy, compliance to program objectives, and overall results.
• Receive general supervision from manager.
• May exercise functional and technical supervision over staff.

MINIMUM QUALIFICATIONS GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge, skills, and abilities is qualifying. Requirements are determined at the time of recruitment based on responsibilities of the individual position and business needs of the department.

Office Assistant 1

Training and experience for entry level, administrative support classifications are typically equivalent to completion of the twelfth grade and up to one (1) year of experience that demonstrates the ability to perform the duties of the position. (Equivalency 0-1 years of qualifying training and/or experience).

Office Assistant 2

Training and experience for journey level, administrative support classifications are typically equivalent to completion of the twelfth grade and one (1) to four (4) years of experience that demonstrates the ability to perform the duties of the position. (Equivalency 1-4 years of qualifying training and/or experience).

Office Assistant Senior

Training and experience for advanced level, administrative support classifications are typically equivalent to completion of the twelfth grade and three (3) to six (6) years of experience that demonstrates the ability to perform the duties of the position. (Equivalency 3-6 years of qualifying training and/or experience).

Depending upon assignment, candidates may be required to pass a criminal background check, have a valid driver license, and/or additional training, licenses, or certificates.