Office Assistant Senior (NR)

EXAMPLE OF DUTIES:

• Perform various administrative support duties, including filing, billing, checking, coding and recording information, and receive, confirm and share information; prepare data and information for technical, statistical, and financial reports; maintain and monitor record keeping systems; perform data entry; monitor logs, accounts, and files for current and accurate information.
• Draft and proofread office documents, including correspondence, agendas, memos, subpoenas, recording notes, forms, charts and graphs; update and maintain forms and other office documents.
• Act as receptionist; answer the telephone and  greet visitors; assist the general public with information on departmental and county policies, procedures, and guidelines; explain department programs, services, and functions; schedule and confirm appointments; take and deliver messages; direct the public to the appropriate county staff; respond to inquiries from other departments, divisions, or work groups; provide information on policies, procedures and guidelines; answer and refer complaints to the correct department or division.
• Order and maintain office supplies; process personnel, payroll, accounting, and purchasing information and documents.
• Receive, sort and distribute mail and correspondence; issue, review, and process applications, permits, subpoenas and other documents; accept payments; verify and reconcile transaction amounts in record keeping system; maintain and process cash records.
• In addition to the above duties, the senior level will: maintain and verify detailed records and research discrepancies; assist internal and external parties in interpreting and applying policies, procedures, laws and regulations; provide interpretation and consultation involving complex confidential information; assist with the design, implementation, monitoring and maintenance of processes, procedures and systems; develop and evaluate office support functions.
• Perform other duties as assigned.

LEVEL AND TYPE OF WORK AND/OR SUPERVISION:

Office Assistant 2 (NR)

• 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 functional and technical supervision over staff.
• This classification meets the standards for supervisory or confidential exemption as defined by Oregon’s Public Employees Collective Bargaining Act (PECBA) or under the terms of Article 3 of the AFSCME Local 88 Collective Bargaining Agreement.

Office Assistant Senior (NR)

• 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 technical and functional supervision over staff.
• This classification meets the standards for supervisory or confidential exemption as defined by Oregon’s Public Employees Collective Bargaining Act (PECBA) or under the terms of Article 3 of the AFSCME Local 88 Collective Bargaining Agreement.

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 2 (NR)

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 (NR)

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.