Office Assistant II

Office Assistant II

There is currently one (1) Office Assistant II position available in the Administrative Division of the Health and Human Services Agency.

Only online applications will be accepted.

To perform a variety of routine to moderately difficult office support duties in assigned County departments; and to perform related duties and responsibilities as required.

Office Assistant II is the fully qualified, journey-level classification in the series, competent to perform a variety of routine to moderately difficult office support and clerical duties. Incumbents perform tasks and work with only occasional instruction or assistance within a framework of established procedures.

Receives general supervision from assigned lead/supervisory/management staff. Positions in these classifications do not exercise lead or supervisory responsibility.

Performs a variety of routine to moderately complex clerical support duties to assist staff in sub-professional office activities. Gathers information from a variety of sources for the completion and processing of forms, records, applications, etc.; contacts individuals to obtain additional information. Maintains records, lists, and logs. Types or word processes, prepares, processes, copies, collates, files/retrieves files, sends, and receives faxes, distributes and/or transmits various records, reports, forms, correspondence, permits, applications, licenses, meeting minutes, and other documents;

may compose routine correspondence and other documents as required following standard formats or templates. Proofreads and checks typed and other materials for accuracy, completeness and compliance with departmental policies and regulations. Establishes and maintains office files. Enters and retrieves computer data; generates computer reports and/or spreadsheets. Provides assistance with fiscal operations of the department, including but not limited to collecting and recording various fees, fines or other monies, and maintaining journals, ledgers and other financial or statistical records.

Answers the telephone and provides information and assistance to callers or forwards calls to appropriate staff person; takes messages as necessary; greets and assists office visitors; may use a two-way radio to communicate with field personnel. Schedules meetings and appointments. Opens, processes, and distributes mail. Monitors stock and replenishes office supplies. Orders equipment and schedules maintenance of equipment, including vehicles.

Experience:

Office Assistant I:
One year of full-time equivalent clerical administrative support experience or one year of business school education. Office Assistant II:
Two years of increasingly responsible full-time equivalent clerical experience, or one year as an Office Assistant I in Mariposa County.

Education:

(Both Office Assistant I and II) High school diploma or GED equivalent, preferably including classes in typing, bookkeeping and related subjects.

Additional Requirements:

(Both Office Assistant I and II) Possession of a valid California driver's license. Under certain circumstances, the Human Resources Director may accept a valid driver's license from another state if applicant acknowledges his/her intent to acquire a California driver's license within three months by signing an acknowledgement form.

Knowledge of:
Basic clerical practices and procedures. Modern office practices and technology, including record-keeping and filing systems, receptionist / telephone techniques, and the use of computers for word and data processing. Basic business arithmetic. English usage, spelling, grammar and punctuation. Safe work practices. Pertinent federal, state and local laws, codes, ordinances and regulations. County and department policies and procedures. Programs, goals and purpose of the assigned department.

Methods of preparing and processing various records, reports, forms and other documents specific to the assigned department or program. Business letter writing, report preparation and the standard format for typed materials.

Ability to:
Learn, understand and apply pertinent federal, state and local laws, rules and regulations, and County / department policies and procedures. Perform detailed clerical work accurately. Learn specialized processes, procedures and office support tasks related to the department to which assigned. Maintain accurate records and files. Maintain confidentiality as required. Communicate clearly and concisely, both orally and in writing. Understand and execute written and oral instructions.

Safely operate office equipment. Type or word process accurately at a rate required for successful job performance. Perform required mathematical computations with accuracy. Perform work effectively despite frequent interruptions and the pressure of deadlines. Establish and maintain effective working relationships with those contacted in the course of work. Respond appropriately, effectively and promptly to the needs of internal and external…