Department Assistant - Casual

Classification Range: E04

Under general supervision, provides a variety of routine to difficult administrative and office support to various County departments, which may include receptionist duties, typing, word processing, data entry, record keeping, and filing. Incumbent works independently within established guidelines.

• Acts as receptionist and receives and screens visitors, telephone calls, and takes messages; greets people visiting the office; provides factual information regarding department or program activities and functions which require some interpretation of rules, policies, and/or procedures.
• Types correspondence, reports, forms, newsletters, and specialized documents related to the functions of the assigned unit from drafts, notes, dictated tapes, or brief instructions using a typewriter or word processor; may compose standard correspondence from brief instructions; assembles monthly reports or newsletters.
• Checks typed and other materials for accuracy, completeness, compliance with departmental policies, and applicable regulations, and corrects English usage, including grammar, punctuation, and spelling.
• Enters, edits, and prepares periodic or special reports from computer systems following established formats and menus; may create reports, spreadsheets, and other formats using programmed software to meet departmental needs.
• Prepares and updates a variety of records, forms, and reports which require the use of arithmetic calculations and consolidation of materials from several sources.
• Maintains, records, and processes forms, such as work orders, vouchers, billings, and other functions specific to the department.
• Establishes and maintains office files; researchesiles information from files; purges files as required; maintains department specific library; indexes documents; microfilms documents.
• Maintains calendar of appointments and events; assists in planning and organizing meetings and special events.
• Compiles materials for meetings; may prepare agendas and attend such meetings to take summary notes as required.
• Opens and distributes mail, processes outgoing mail; posts and distributes notices, flyers, and bulletins; performs other general office support service duties as assigned.
• Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public. Effectively interacts and with all County departments.
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Other duties as assigned

The knowledge and ability listed may be acquired through different types of education, training and experience. An example of a typical way to acquire the qualifying knowledge and ability is listed below:

• One (1) year of varied clerical work experience.

Knowledge of and procedures, including filing and the operation of standard office equipment; basic record keeping principles and practices; correct English usage, including spelling, grammar, and punctuation; business arithmetic.

Ability to perform detailed office support work; operate standard office equipment including a word processor or computer terminal; organize and maintain accurate files and records; provide factual information both in person and on the telephone; establish and maintain working relationships with the public; accurately type at a rate sufficient to perform assigned duties.

The physical/mental requirements described herein are repetitive of those that an employee must meet to perform the essential functions of this position successfully.

Strength, dexterity, coordination, and vision to use keyboard and video display terminal forlong periods of Dexterity and coordination to handle files and single pieces of paper. Strength, stamina, and coordination for occasional lifting of items weighing up to twenty-five (25) pounds, files, stacks of paper, reference and other materials; strength, stamina, and coordination for moving from place to place within the office;

occasional reaching for items above and below desk level. Mental ability to handle demands of workloads and to meet time sensitive deadlines.