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

DISTINGUISHING CHARACTERISTICS
This is the entry level class in the Office Assistant series. This class is distinguished from the Office Assistant II by the performance of the more routine tasks and duties assigned to positions within the series under direct supervision. Since this class is typically used as a training class, employees may have only limited or no directly related work 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 general 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 general 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 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 basic accounting records, logs, and files.

Type, word process, format, edit, revise, proofread, and print a 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.

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:
Basic 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.
Basic 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 general clerical and office support duties of a general nature for an assigned office.
Learn the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Learn to 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.
Learn and 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 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:
One year of general office support and clerical experience is desirable.

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.

Local 39 Non-Supervisory
G15
Last Update: 08/2019
JD 11/2018