Office Associate

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• Answers phones, provides information, and refers callers to appropriate staff or community resources.
• Greets visitors/customers/clients, provides information, answers questions related to the operations of the programs offered by the Agency and makes referrals to appropriate staff or community resources.
• Posts a variety of routine information and data to keep agency records.
• Sets up, organizes files, purges records, and maintains filing systems.
• Typing correspondence, memos, reports and/or forms from rough drafts, clear copies, notes or recordings.
• Logs statistical or fiscal data in a variety of formats and generates reports.
• Researches customer activity in mainframe and local computer applications.
• Receives, sorts, and distributes mail and faxes to the appropriate party.
• Uses computer and office equipment to input, retrieve, verify, scan, and research information.
• Performs other duties as assigned by the Supervisor and/or Director.

• Working knowledge of: best business practices and office procedures to include, but not limited to, spelling and punctuation, grammar, English, and arithmetic.
• Knowledge of office etiquette, office methods and procedures.
• Knowledge of agency's office and administrative practices, policies, rules and procedures to include completion of forms and format.
• Knowledge in office software.
• Ability to learn agency-specific mainframe applications.
• May require some knowledge of the postal regulations and locations of various departments for mail handling.
• Demonstrated ability to communicate effectively, both orally and in writing, along with excellent customer service skills to deal with a broad spectrum of individuals both in person and over the telephone.
• Ability to plan, prioritize and organize individual workload, under general supervision, is essential.
• Ability to exercise sound professional and personal judgment, discretion, tact and resourcefulness when making decisions.
• Must be able to establish and maintain effective, successful, professional working relationships with co‑workers, public officials, customers, and the public in a positive and tactful manner under sometimes stressful and sensitive situations to resolve issues tactfully and diplomatically.
• Computer skills to operate a personal computer and the associated departmental software and technology to establish and maintain accurate and complete records and to access, manipulate, and verify data; operating a calculator and other office machines.
• Ability to accurately maintain complex records and prepare reports from such records along with the ability to compose and prepare effective correspondence.
• Attention to detail.
• Proven ability to maintain professional ethics and confidentiality.
• Sound organizational, analytical, and problem‑solving skills, effective listening skills and the ability to understand and follow directions.
• Typing, reading, spelling, proofreading, file alphabetically, numerically, and chronologically.
• Requires regular attendance and adherence to County policies and procedures regarding absences and tardiness and requesting time off from work.
• Ability to work in a fast‑paced, customer service oriented environment.
• Basic accounting skills and knowledge of spreadsheets recommended.
• Reconciling bank accounts and Food Stamp reconciliations, receiving and receipting payments, and as well as processing checks, and some secretarial functions such as typing, taking notes, preparation of various lists and/or reports, etc.

High school diploma supplemented with related clerical or administrative experience OR any equivalent combination of education, training and experience which demonstrates the required knowledge, skills and abilities to perform the essential functions of the position.

• Environmental:
  Work is typically performed in an indoor setting. The…