Office Assistant

Definition:

Under direct supervision, provides a variety of office support activities which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices for approval, record-keeping and filing, report preparation; provides general information and direction in assistance to the general public; and performs related duties, as assigned.

The following tasks are essential for this position. Incumbents in this classification may not perform all of these tasks, or may perform similar related tasks not listed here.

• Performsawidevarietyofroutineofficeadministrativedutiestosupportdepartmentaloperations, includingfiling,preparingrecordsandbasicreports,cashieringduties,and processing of documents.
• Maintainsaccurateanddetailedrecords,verifiesaccuracyofinformation,researchesdiscrepancies,and recordsinformation.
• Assistsin compliancewiththe
  
  City’sadopted records retention andmanagementpolicies.
• Verifiesandreviewsformsandreportsforcompletenessandconformancewithestablishedregulations and procedures; appliesdepartmental and program policiesandprocedures in determining completenessofapplications, records, and files.
• Prepares, copies,collates, anddistributesavariety of documents,including agendas,claims,bid packages,contracts, informationalpackets and specifications;tracksrouting;ensures properfiling of copiesin departmentalorcentralfiles.
• Screens calls,visitors,andincomingmail; assists publicat reception anddirectspublic to appropriatelocationsand/orstaff;respondstocomplaintsandrequestsforinformation;upondirection,appliesregulations,policies,procedures,systems,rules,andprecedentsinresponsetoinquiriesand complaintsfromthepublic;enterspubliccallsintoappropriatecomputerdatabases;directscallersto appropriate
  
  Citystaffasnecessary.
• Composes,types,formats,andproofreadsavarietyofroutinereports,letters,documents,flyers, brochures,calendars,andmemoranda;typesfromroughdrafts,verbal instructions,ortranscribing machinerecordings;checksdraftsforpunctuation, spelling, and grammar;suggestscorrections.
• Receives,opens,timestamps,sorts,anddistributesincomingandinterdepartmentalmail;preparesand distributesoutgoingmail.
• Compilesinformationanddataforadministrative,statistical,andfinancialreports;checksdata; preparesandassemblesreports, manuals,articles, announcements, and otherinformationalmaterials.
• Maintainsandupdatesdepartmentalrecordsystems;entersandupdatesinformationwithdepartmental activity, inventory files, andreportsummaries; retrieves information fromcomputerapplication systemsasrequired.
• Maymaintaincalendarsandmakemeetingarrangements;schedulemeetings between
  
  Citystaffand othergroupsororganizations;arrangefornecessaryset-up and materials to beavailableatmeetings.
• Gathers,assembles,updates,anddistributesavarietyofdepartmentor
  
  Cityspecificinformation,forms, records,and dataasrequested.
• Maymonitorandorderofficeandotherrelatedsupplies;assistinpreparing,processing,and tracking purchaserequisitionsforservicesand materials.
• Receives vendorinvoices;routesrequestforpaymentto staffforapproval.
• Performscashieringduties;receivesmoneyand issues receipts;collectsandaccountsforservicefees.
• Coordinatesworkshopsandclasses;assistswithspecialeventprograms;assists in coordinating reservations,scheduling, and useofequipmentand facilities.
• Performs other related duties as assigned.

• Basic accounting methods, procedures and terminology.
• Basic principles of record-keeping and cash handling.
• Personal computers and related software.
• Office methods and procedures.
• English usage, spelling, grammar, and punctuation.
• Record keeping principles and procedures.
• Principle sand practicesofdatacollection and reportpreparation.

• Operate a variety of office equipment including personal computer and related software.
• Understand and follow verbal and written direction.
• Independentlyorganizework, set priorities, meetcriticaldeadlines, and follow-up on assignments.
• Learntounderstandandapplypertinentlaws,codes,regulations,policiesandprocedures,and standards relevant to work performed.
• Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines.
• Deal with the public in person or on the telephone.
• Establish and maintain cooperative working relationships.
• Code, post, and monitor accounts payable.
• Organize, maintain, and updateofficedatabaseand records systems.

Any combination equivalent to training and experience that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way to obtain the knowledge, skills and abilities would be graduation from high school or equivalent and one-year clerical experience.