Office Assistant

General Summary

Performs routine to moderately difficult clerical duties according to established policies and procedures.

Essential Duties & Responsibilities

• Performs clerical duties according to established policies and procedures.
• Records or posts information in journals, files and/or other departmental records.
• Verifies the accuracy of information and prepares forms, records, requests for funds and other documents.
• Types and/or prepares vouchers, forms, memos, letters, records and other correspondence according to established policies and procedures.
• Performs calculations and compiles information for and prepares various documents and reports.
• Opens, sorts, tallies and records payments and other documents received.
• Enters information on records and forms.
• Compiles and maintains departmental files.
• Distributes notices, forms and other documents.
• Makes duplicate copies of reports and/or information and routes to proper persons, departments and/or files.
• Receives incoming telephone calls and e-mails; provides assistance by answering questions and inquiries appropriate to skill level; relays messages to appropriate individuals or departments.
• Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.
• Operates an automobile to perform assigned job functions.

Qualifications

• High School diploma or GED equivalent
• Previous clerical work experience
• Knowledge of modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organizing and maintaining paper documents and electronic files
• Maintaining the confidentiality of information and professional boundaries
• Providing excellent customer service to both internal and external customers with tact and courtesy
• Meting schedules and deadlines of the work
• Performing low to moderate level clerical/administrative related duties with a high degree of accuracy
• Learns new policies, practices and procedures
• Reads and understands laws, rulings and other published guidance

Work Environment/Conditions

• Office or similar indoor environment
• Individuals who are hostile or irate
• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals, substances, or waste
• Loud noises (85+ decibels)
• Blood Borne Pathogens

Physical Demands

• Bending (forward or backward bending at the waist)
• Climbing up or down stairs, ladders, scaffolding and platforms
• Kneeling to work at low levels
• Manual Dexterity (fine finger movements i.e., keyboard operating, writing)
• Lift/Carry/Move Objects From One Level/position To Another
• Push/Pull objects away from or towards the body
• Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended)
• Sitting in a seated position during the task performance
• Standing in an upright position without movement
• Walking considerable distances in the facility on multiple surfaces
• Running considerable distances in the facility on multiple surfaces

General Requirements And Disclaimers

• Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.