Office Assistant

This classification provides routine clerical support for an assigned division or department. Work is of a routine nature and does not require prior knowledge of departmental operations.

Responsibilities

• Serves as the receptionist or first point of contact for the public; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary.
• Provides clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.
• Processes documentation associated with department operations within designated timeframes; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; develops databases and computerized reports.
• Receives moneys in payment of various fees/services; records transactions and issues receipts; balances revenues and forwards revenues as appropriate.
• Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; replenishes paper supply in fax machine as needed.
• Types/sends e-mail messages; screens incoming e-mail messages.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; processes bulk mailing projects.
• Copies and distributes forms, reports, correspondence, and other documentation.
• Files documents for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Conducts routine research of department files, court/legal records, database records, hardcopy materials, internet sites, or other sources as needed.
• Types, prepares, or completes various forms, reports, correspondence, lists, receipts, work orders, or other documents.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, case management, calendar, internet, e-mail, or other programs.
• Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Requirements

• High school diploma or GED required.
• Experience in clerical or customer service work preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Applicants for this position are required to successfully complete a skills assessment. Candidates who do not successfully pass the assessment will not advance to the next phase of the recruitment process. Assessment duration: 41 minutes.