Office Assistant

Performs a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry; obtains and compares information related to department records, programs, and services; may perform the initial applicant screening as an incidental function and initiate cases through the department's automated system; and performs related work as required. Working under general supervision, Office Assistant II is the journey level in the Office Assistant series.

Employees at this level are expected to be fully qualified and able to perform difficult and responsible office support work within the framework of established work methods and procedures and to use independent judgment in selecting and applying specific references, procedures, sequences, and alternatives to different work situations, referring non‑procedural questions to the supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Office Assistant I, or if filled from the outside, require prior related experience.

• Addresses complaints and explains regulations to customers or the public.
• Responds to inquiries regarding departmental functions, services, policies, and procedures.
• Obtains information from customers, visitors, or callers to determine appropriate resource, action, document, or staff referral to meet their needs.
• Explains the proper use of forms and documents.
• Prepares items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
• Operates multiline telephone system including answering calls, transferring calls, and taking messages.
• Schedules customer appointments and maintains schedules for technical or professional staff.
• Composes correspondence, reports, memos, and other documents.
• Reviews and processes forms/documents in accordance with established guidelines and procedures.
• Monitors and updates manual or electronic files.
• Operates a variety of standard office equipment.
• Compiles information to respond to questions or address issues.
• Reviews submitted forms or applications to verify accuracy and completeness.
• Operates automated systems, or other department‑specific computer systems.
• Maintains accurate department and customer records.
• Performs initial screening of applications for departmental services.
• Performs related duties as assigned.

Knowledge of:

• General office functions, procedures, equipment, and filing systems.
• General goals and purposes of department programs, services, and operations.
• English grammar, spelling, and punctuation.
• Word processing, spreadsheet, database, email, calendaring programs, and automated systems.

Ability to:

• Explain policies, procedures, and regulations governing program operations.
• Analyze situations involving rules and regulations and demonstrate good judgment when making decisions.
• Quickly and accurately enter and retrieve data using an automated system.
• Communicate effectively orally and in writing.
• Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
• Work cooperatively as part of a team.
• Identify and correct inaccurate or inconsistent information.
• Listen attentively and understand oral information provided.
• Prioritize, plan, and organize one's own work.

One (1) year of full‑time experience performing clerical duties in an office environment.

THIS RECRUITMENT WILL BE USED TO FILL PERMANENT FULL‑TIME AND RELIEF POSITIONS

TRAINING & EXAMINATION – WEIGHTED 100% The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre‑determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.

Eligible List Information: A departmental open eligible list will be established for the county of Tuolumne.…