Office Assistant

Job Description

Office Assistant (933)

Education and Experience

Minimum Requirements:

Graduation from high school or possession of a GED; and
One (1) year of general clerical experience that includes public contact

Possible Substitutions:

Completion of thirty (30) semester units of coursework, or equivalent, from an accredited college or university may be substituted for the required year of experience

License

Possession of a valid California Class C driver’s license may be required.

Distinguishing Characteristics

The Office Assistant is an entry-level classification with an emphasis on performing a wide variety of clerical and office support duties for an assigned department. Assignments are generally limited in scope, contain fairly routine duties, and are performed within a procedural framework established by higher-level employees. Specific duties vary depending upon the department to which the incumbent is assigned. The Office Assistant is distinguished from classifications in the Office Specialist series in that classes in the latter series have a greater emphasis on typing duties and, at higher levels, on direct administrative support.

Typical Duties

Each position in this classification may not include all the duties listed below, nor do the examples cover all duties that may be performed. Under immediate supervision:

Greets employees, visitors, and the public, assisting with routine inquires and requests and providing basic customer service
Answers telephone calls, providing routine information, taking messages, and routing calls to the appropriate destination; makes announcements over the public address system
Maintains, updates, and retrieves files, forms, inventories, logs, and other documents; receives, sorts, and distributes mail
Enters data into and retrieves data from standard business software, databases, and online systems; posts a variety of information on forms, records, reports, and files
Assists in gathering information and preparing documents for other staff members; prints and photocopies documents; distributes and/or delivers documents to employees and the general public using standard office equipment and in person
Maintains or assists in maintaining the bulletin board and other announcements in the department
Prepares basic correspondence, spreadsheets, presentation slides, and other business documents using a personal computer
Coordinates the maintenance and repair of department buildings, equipment, and vehicles; transports Class C department vehicles to and from maintenance and repair facilities
Orders, maintains, and distributes a variety of supplies and equipment; maintains and monitors invoices and purchase orders; maintains simple inventory records
Performs other related duties as assigned

Knowledge, Skills, and Abilities

Knowledge of:

Correct English grammar, spelling, and punctuation
Modern office practices, procedures, and methods, including filing and the operation of standard office equipment

Considerable ability to:

Communicate clearly and effectively in English in person, over the telephone and public address system, and in written correspondence
Demonstrate sensitivity, tact, and excellent customer service while interacting with others

Ability to:

Learn to operate personal computer hardware and software and a variety of office and document reproduction equipment
Understand and follow oral and written instructions
Exercise sound and effective judgment within established guidelines
Organize, coordinate, and complete duties to meet scheduled deadlines
Perform routine arithmetic calculations
Work in a team-based environment and achieve common goals
Develop and maintain effective working relationships with those contacted in the course of work
Lift and carry objects weighing up to twenty-five (25) pounds

Supervision Received

Works under the immediate supervision of employees in higher-level classifications.

Supervision Exercised

May supervise the work of part-time or temporary employees. May assist in the training of personnel.

Other Requirements

Must be able to perform all of the essential functions of the job assignment.

Approved, May 2003