Office Assistant I 2026-01684

About the role

This position provides essential administrative and office support to ensure the efficient day-to-day operations of the department.

Responsibilities

• Prepares and processes correspondence, reports, records, and other documents.
• Proofreads and edits routine correspondence, reports, tables, and records.
• Processes and reviews routine paperwork and/or enters data into a department log or database.
• Maintains department records system, including filing, scanning, retrieving, and archiving documents, researching files, etc.
• Prepares and collects timesheets for the department or office.
• Makes arithmetic calculations; prepares and codes billings; verifies receipts.
• Greets and directs a high volume of visitors, deliveries, and the general public.
• Makes calls and answers telephones and may route calls to appropriate staff.
• Responds to requests for information, makes referrals, and resolves customer complaints.
• Processes and distributes all incoming mail.
• Orders, receives, stores, and distributes supplies; maintains inventory.
• Maintains calendars, makes appointments and travel arrangements, and arranges meeting rooms.
• Provides customer service, as they are often the first point of contact for an agency.
• Affords assistance with travel arrangements.
• Maintains files and reference manuals/materials.
• Performs some functions such as monitoring budgets, expenses, purchase orders, contracts, or preparing vouchers.
• Trains/guides others in an agency-specific process.
• Maintains pertinent office equipment such as computers, phone systems, etc., coordinating maintenance, etc.
• Reviews and verifies data.
• Explains or interprets procedures.

  Qualifications

  • PREFERENCES: Preference may be given to applicants who are detail-oriented, multi-task capable, organized, and able to prioritize, good verbal and written communicators, and have customer service experience.
  • KNOWLEDGE: Knowledge of office procedures, filing, alphabetizing, English language, and arithmetic.
  • KNOWLEDGE: Knowledge of modern office practices, procedures, and equipment.
  • KNOWLEDGE: Knowledge of word processing, spreadsheet, and email programs.
  • KNOWLEDGE: Knowledge of assembling, sorting, and distributing documents.
  • KNOWLEDGE: Knowledge of reviewing and editing documents for accuracy and completeness.
  • KNOWLEDGE: Knowledge of methods used to tactfully deal with the public.
  • KNOWLEDGE: Knowledge of telephone etiquette and coordinating telephone and visitor traffic.
  • KNOWLEDGE: Knowledge of the preparation of records, reports, and correspondence.
  • KNOWLEDGE: Knowledge of agency policies and procedures.
  • EDUCATION: MINIMUM QUALIFICATIONS: High School Diploma or equivalent.
  • Experience: 0-2 years of progressive work experience (typically in Business Office Communications) OR Education & Experience Substitution 1-3 years of progressive work experience (typically in Business Office Communications).
  • Certificates, Licenses, Registrations: None.
  • Necessary Special Requirements: Physical Working Conditions Typically, the employee may sit comfortably to perform the work; however, there may be some walking, standing, bending, carrying light items, and driving an automobile. No special physical demands are required to perform the work.