Office Assistant

Function

The purpose of this class within the organization is to perform a variety of clerical, administrative, and technical work involving the preparation and maintenance of office support activities, ranging from routine to complex duties. This job works under general supervision according to set procedures.

• Types a variety of correspondence, reports, and forms; may type minutes of meetings, newsletters, annual reports, purchase orders, and authorization for payment forms. May use a word processing system to compile and update a variety of membership rosters, mailing lists, form letters, or other documents. Operates standard office machines, personal computers, word processors, and other equipment. Reviews all work for accuracy and completeness.
• Sorts reports, compiles data, and maintains files of correspondence, reference materials, statistical records, etc. May cross‑index and file data to ensure ease of location. May perform data entry duties. Maintains confidentiality of all information.
• Receives, sorts, and distributes incoming mail. Answers telephone, receives and greets visitors, ascertains nature of business, answers general information questions, and/or refers the caller to the appropriate individual or department. Ensures that coworkers are informed of all calls received during their absence. May maintain the supervisor's appointment calendar.
• May collect financial/statistical data and post it accurately on prescribed forms.
• May assist in planning and implementing departmental functions or special events.
• Assist colleagues with day‑to‑day responsibilities as needed.
• Assists with special projects as needed.
• Demonstrates regular and punctual attendance.
• Performs other related duties as required.

• Graduation from high school or successful completion of the GED.
• Requires the ability to efficiently use a computer and other office equipment to complete tasks. Requires good knowledge of office terminology, procedures, and equipment; working knowledge of Microsoft Office software; good understanding of business arithmetic and English.
• Requires the ability to learn complex computer programs; maintain records and attention to detail; follow complex oral and written instructions, and establish and maintain effective working relationships with diverse populations.
• Must have effective oral and written communication skills.
• An acceptable combination of education and experience may be considered.
• Must possess a valid driver’s license and maintain a satisfactory driving record based on the City of Hampton’s criteria.
• Must successfully pass a background check before any offer of employment or promotion.

• Requires the ability to maintain confidentiality of all information; the ability to make sound independent judgments within the context of established departmental and City policies and procedures.
• Requires contact with other City departments, the general public, and other agencies.
• May require duties to be performed during evenings and weekends as scheduled.

for a complete job description.

• The Employee Assistance Program (EAP) is confidential and personal counseling service for the employee and their immediate family.
• Savings bonds are available to the City's workforce.
• Employees are covered for Workers' Compensation where appropriate.