Office Assistant

The Office Assistant I is responsible for performing administrative and clerical duties within the departmental and Macon-Bibb County procedures and guidelines.

• Answers the telephone, acts as receptionist, and assists in processing citizen service requests.
• Assists the general public in answering questions and information requests.
• Maintains appointment schedules for departmental personnel, as appropriate.
• Processes or assists in processing departmental biweekly payroll and maintaining related records.
• Answers inquiries requiring interpretation of departmental policies, rules and regulations.
• Keeps records of complaints and departmental services.
• Performs proofing and review of documents.
• Assists in preparing cost estimates of projected quantities and costs for items to be purchased.
• Establishes and maintains complex filing systems.
• Sorts and distributes mail and interdepartmental correspondence.
• Performs data entry functions and assists in processing citizen fee payments, if applicable.
• Screens and refers callers and takes telephone messages for department personnel.
• Responds to information requests about departmental programs and activities.
• Prepares correspondence in accordance with established policies and procedures.
• Types a variety of materials including administrative and public reports for reproduction and distribution.
• Prepares worksheets and tables, and conducts research for special projects as required.
• Performs various mathematical computations.
• Makes arrangements for meetings and conferences, as appropriate.
• Prepares agenda and materials in accordance with established practices.
• Assists in the preparation of the annual budget of the department.
• Compiles specifications and writes requisitions for materials and equipment used by the department or division.

The Office Assistant I should possess, at a minimum, a valid high school diploma or GED equivalent, preferred to have at least two (2) years' experience in a related clerical position; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to successfully perform the duties and responsibilities of the position.

• Must meet the skill level, BASIC, as evaluated by the Macon-Bibb County administrative test.
• Possession of a valid Georgia Motor Vehicle Operator's License.
• Must be able to type up to 40 words per minute

The Office Assistant I must be knowledgeable of the following principles, procedures, and concepts:

• Knowledge of modern office practices and procedures.
• Knowledge of English grammar and spelling.
• Knowledge of personal computers and basic office programs.
• Knowledge of bookkeeping principles and practices.
• Ability to coordinate and oversee the work of clerical employees when so directed.
• Ability to make priority decisions in accordance with established rules, regulations and departmental policies.
• Ability to establish and monitor the maintenance of complex record keeping systems and to prepare reports from these records.
• Ability to use discretion in handling sensitive materials and other confidential information.
• Ability to maintain effective working relationships with fellow employees and with members of the general public.