Job Description

Major duties: Office Assistant III

Good in MS Office Clerical Work, Data Entry, Excel, Outlook, Scanning. Handling incoming calls and other communications.
Managing filing system, Recording information as needed.
Updating paperwork, maintaining documents, and word processing.
Helping organize and maintain office common areas.

EXAMPLES OF DUTIES:
Depth and breadth of assignments increase at each level and may include, but are not limited to the following:
  • Types a variety of documents in draft and final form, such as correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, printed sources, and/or verbal instructions, proofreads typed materials for correct grammar, spelling, and punctuation.
  • Prepares, validates, processes, and/or checks a variety of documents such as permit applications, client or project records, personnel/payroll records, requisitions, invoices, etc., for completeness, accuracy, and submission standards.
  • Receives assigned clients and answers phone calls; determines how incoming calls should be routed; directs people to appropriate offices, or clients to proper information sources;
  • answers routine questions; explains routine procedures, processes, or departmental activities; schedules appointments, training, or examinations; obtains routine factual information to create or update files; provides assistance in the completion of forms.
  • Sorts and/or files materials such as correspondence, contract documents, and client case information; maintains files; conducts systematic search for misplaced materials; maintains cross-reference files or indices; purges filing systems as necessary.
  • Compiles routine reports and records by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction.
  • Transfers professional and technical instructions to project or client files; researches reference materials to respond to client or co-worker inquiries.
  • Operates a variety of automated office equipment.
  • May perform equipment/system maintenance checks
  • Uses computerized equipment to produce routine reports, correspondence, or forms; enters, updates, and/or extracts stored information using such equipment
Knowledge, Skills, and Abilities:
  • Some to thorough knowledge (depending on level in series) of: modern office methods and practices; record maintenance systems; letter writing and report compilation and public contact techniques.
  • Working to considerable knowledge (depending on level in series) of: the operations, procedures and practices used in support of the function to which assigned; techniques to expedite or improve clerical tasks and record processing; correct English usage, spelling, grammar and punctuation.
  • Working skills: depending on assignment, incumbents may be required to demonstrate a prescribed proficiency in typing or equivalent word processing/data entry and/or taking/transcribing dictation.
  • Working to thorough ability (depending on level in series) to: perform and coordinate moderately difficult and responsible clerical work with little or no direct supervision; set up and maintain records and filing systems; extract information from a variety of sources; operate a variety of automated office equipment; accurately perform and proof the transfer of information from one document to another; establish and maintain cooperative working relationships; understand, follow and convey written and verbal directions.
  • Working Conditions:
  • Position may involve moderate to heavy public contact depending on assignment.

Education/ Experience:
Some (I), considerable (Il, Ill), or progressively responsible (IV) clerical experience which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skills and abilities also can be obtained by:
Office Assistant Ill: Any combination of education, training or experience equivalent to three years of office clerical experience.
OTHER REQUIREMENTS:
Special Requirements:
" Positions allocated to these classifications may require bilingual skills.
Specific typing and/or word processing speeds may be required depending on assignments.

Application Instructions

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