Under general supervision, performs a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office; types a variety of documents and correspondence; maintains a variety of files and records; receives and directs telephone calls and visitors; provides a variety of information to other agencies, City staff, and the general public; and receives, routes, and distributes incoming and outgoing mail.

DISTINGUISHING CHARACTERISTICS
This is the full journey level class within the Office Assistant series. Employees within this class are distinguished from the Office Assistant I by the application of more advanced knowledge and by the performance of duties and responsibilities with less supervision. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.
The Office Assistant classification is distinguished from the Secretary and Program Assistant classes in that incumbents in the Secretary and Program Assistant classes perform significant technical and specialized administrative and office support functions with minimal direction and supervision, in addition to providing general clerical support. Incumbents in the Secretary and Program Assistant classifications perform difficult, responsible, and specialized office and administrative support functions requiring a thorough knowledge of regulations, policies, and procedures related to area of assignment. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, interacting with and handling complaints from customers, parties of interest, and the public, and in solving non-routine problems based on knowledge gained through experience.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assist other City staff, the general public, and outside groups and agencies by providing information related to specific program area of assignment; receive office and telephone callers including answering multi-line telephone system; respond to complaints and requests for information relating to assigned responsibilities; refer callers to appropriate City staff for further assistance as needed; distribute appropriate forms and materials; accept applications and payments.

Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.

Maintain accurate and up-to-date office files and records for assigned areas; prepare and monitor various logs, accounts, and files for current and accurate information; organize and maintain filing systems.

Perform a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files.

Type, word process, format, edit, revise, proofread, and print a variety of documents and forms including notices, reports, general correspondence, agreements, claims, and other documents from rough draft or verbal instructions; compose routine correspondence; copy, disseminate, and post documents and information as appropriate.

Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer based tracking information and reports including assigned databases, records, and lists; input corrections and updates; verify data for accuracy and completeness; assist in the compilation of reports.

Process mail including receiving, sorting, and distributing external and internal incoming and outgoing mail for assigned area; deliver mail to different departments; meter outgoing mail and prepare monthly reports on postage used.

Maintain and order forms, supplies, and other materials for assigned office and programs; prepare purchase orders; receive invoices and check for accuracy; process payments.

Maintain calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies.

Operate a variety of office equipment including a computer, typewriter, switchboard, copier, facsimile machine, adding machine, and computer; utilize various computer applications and software packages.

As assigned, process payroll or provide assistance in processing payroll for the assigned area; calculate and verify hours on each time card to ensure compliance with applicable contracts; enter hours for all employees into computer; prepare and audit paychecks for accuracy; distribute paychecks to employees and respond to questions and inquiries.

As assigned, prepare agendas and other documents for various meeting; attend meetings; take transcribe, and assure proper distribution of minutes.

As assigned, receive calls for service; assess the need for prompt response and dispatch calls to field personnel; respond to radio calls from field personnel as needed.

As assigned, disburse and collect money; issue and maintain receipts; maintain accurate records of money collected and disbursed; reconcile accounts; deposit money.

Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Office procedures, methods, and equipment including computers.
Basic computer applications such as word processing, spreadsheets, and databases.
Basic principles of business letter writing and report preparation.
Principles and procedures of record keeping and filing.
Methods and techniques of proper phone etiquette.
Customer service techniques, practices, and principles.
Basic mathematical principles.
English usage, spelling, grammar, and punctuation.

Ability to:
Perform a variety of clerical and office support duties of a general and specialized nature for an assigned office.
Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand and correctly interpret and apply general administrative and departmental policies and procedures.
Learn to apply applicable federal, state, and local laws, codes, and regulations.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Effectively utilize various software applications.
Type and enter data at a speed necessary for successful job performance.
Compile data and participate in the preparation of clear and concise reports.
Establish and maintain a variety of files and records.
Prepare routine correspondence and memoranda.
Accurately count, record, and balance assigned transactions.
Perform routine mathematical calculations.
Respond tactfully, clearly, concisely, and appropriately to inquiries from other City staff, the general public, and outside agencies.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Plan and organize work to meet changing priorities and deadlines.
Understand and follow oral and written instructions.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade.

Experience:
Two years of increasingly responsible general office support and clerical experience at a level comparable to an Office Assistant I with the City of Reno.

License or Certificate:
Some positions may require possession of a valid driver's license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Unrepresented
C17
Last Update: 03/04/2019
JD 11/2018