Senior Office Assistant-Community Services

Overview

Under general supervision, the Senior Office Assistant provides customer service to visitors and performs a wide variety of clerical duties to support departmental or divisional operations, including filing, preparing records and monthly reports, creating program files, and preparing and processing invoices.

• Maintains accurate and detailed records and filing systems, verifies accuracy of information, researches discrepancies, and records information.
• Prepares, scans, copies, and distributes a variety of files and documents; ensures proper filing of documents in departmental or central files.
• Answers, screens, and redirects incoming calls; assists and directs visitors to appropriate locations or staff; responds to customer concerns and requests for information; assists customers with filling out forms and other paperwork; verifies and reviews forms for completeness and conformance with established regulations and procedures; may collect application fees for some paperwork.
• Composes, types, formats, and proofreads a wide variety of routine and complex reports, letters, forms, and other documents; checks for proper punctuation, spelling, and grammar.
• Receives, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Compiles information and data for administrative, statistical, financial reports and invoices; prepares and assembles reports, program packets, manuals, articles, announcements, and other informational materials.
• Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, program files, and report summaries; retrieves information from systems and specialized databases as required; purges drops files as required.
• Maintains calendars and prepares meeting arrangements; organizes necessary set-up and materials to be available at meetings.
• Monitors and orders office and other supplies; assists in preparing, processing, and tracking purchase requisitions; receives and processes vendor invoices and purchasing card invoices.
• Attends and participates in a variety of meetings and trainings.
• May assist with training, supervising, and delegating tasks to Office Assistants. May serve as backup to other clerical staff.
• Demonstrates the ability to exemplify, by his/her actions, the County PRIDE philosophy.
• Performs related duties as assigned.

High school diploma or GED equivalent; AND two (2) years of progressively responsible clerical experience; OR an equivalent combination of education, training, and experience.

• General office policies, procedures, and equipment.
• Customer service principles, practices, and etiquette.
• Records maintenance and retention practices and procedures.
• Time management methods.
• Money handling practices and procedures.

• Typing and entering data with speed and accuracy.
• Using a multi-line phone system.
• Preparing clear and concise reports.
• Maintaining accurate records and documentation.
• Maintaining and handling confidential and sensitive information.
• Organizing and completing multiple tasks simultaneously to meet deadlines.
• Operating a computer including standard software and some specialized software.
• Interacting tactfully and professionally with County staff, outside agencies, and the public.
• Establishing and maintaining cooperative working relationships.
• Communicating effectively verbally and in writing.
• Working effectively both independently and as part of a team.

None.

Work is performed in a standard office environment.