Department Assistant Job Montesano Washington USA,Administrative/Clerical

Location: Montesano

This position provides general office and clerical support for divisions within the Department of Public Services.

Employees in this position may be required to perform portions or all of the duties normally falling under positions within the current classification depending on current workload and staffing requirements. Other duties may be assigned as required.

ESSENTIAL DUTIES

Acts as department/division secretary, greets and directs visitors, answers, screens and directs incoming calls, and responds to public inquiries and requests for information.

Receives, sorts and distributes mail and messages; processes outgoing mail, performs routine set up, adjustment, troubleshooting, operation and maintenance of mail handling equipment.

Assists in maintaining the department/division personnel scheduling calendar.

Schedules department meeting room reservations.

Sorts, files, and tabulates various documents and records; prepares new files or categories within established filing systems both digital and hard copy; enters and retrieves data using electronic files; removes and logs materials.

Attend assigned meetings; record, transcribe and publish meeting minutes as assigned.

Prepares and/or drafts reports, business correspondence, forms, labels, contracts, resolutions, and other documents; may type on or from specialized forms.

Operates office equipment including a computer, multi‑line phone system, fax, copiers, printers, document scanner, postage machine, mailing equipment, etc.

Maintains, updates, and distributes office information lists including phone extensions.

Maintains a neat and professional office area.

Enters payments as assigned as a backup cashier.

Enters data for various projects utilizing word processing.

MINIMUM QUALIFICATIONS Knowledge, Skills, and Abilities

Knowledge in clerical functions, including keyboarding, filing, and ten‑key.
Skilled in the use of standard office equipment such as computers, printers, typewriters, calculators, etc.
Skilled in word processing and spreadsheet software, including Microsoft Office (Outlook, Word, and Excel).
Skilled in attention to detail and accuracy.
Skilled in the proper use of spelling, punctuation, and rules of grammar.
Ability to operate a multi‑line phone system, handling a large number of calls per day.
Ability to provide exceptional customer service skills and maintain a professional manner using proper phone etiquette and customer service techniques.
Ability to organize work and meet established deadlines.
Ability to establish and maintain effective working relations with coworkers, supervisors, and the general public.
Ability to be punctual and regular in attendance.

Education and Experience

High school diploma or GED.

One (1) year experience in a general office clerical setting which includes basic bookkeeping duties.

A valid Washington State driver’s license and an acceptable driving record.

Ability to obtain and maintain a Notary Public License. Background checks will be performed. Any offer of employment is contingent upon those results.

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