Office Assistant I

About the role

Performs a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry; obtains and compares information related to department records, programs, and services; may perform the initial applicant screening as an incidental function and initiate cases through the department's automated system; and performs related work as required.

Responsibilities

• Addresses complaints and explains regulations to customers or the public.
• Responds to inquiries regarding departmental functions, services, policies, and procedures.
• Obtains information from customers, visitors, or callers to determine appropriate resource, action, document, or staff referral to meet their needs.
• Explains the proper use of forms and documents.
• Packages items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
• Operates multiline telephone system including answering calls, transferring calls, and taking messages.
• Schedules customer appointments and maintains schedules for technical or professional staff.
• Composes correspondence, reports, memos, and other documents.
• Reviews and processes forms/documents in accordance with established guidelines and procedures.
• Maintains accurate department and customer records.
• Performs initial screening of applications for departmental services.
• Performs related duties as assigned.

Requirements

Note: The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the two levels in the Definition section.

• Knowledge Of General office functions, procedures, equipment, and filing systems.
• General goals and purposes of department programs, services, and operations.
• English grammar, spelling, and punctuation.
• Word processing, spreadsheet, database, email, calendaring programs, and automated systems.

Qualifications

• Experience and/or training in an office setting, paid or unpaid, related to filing, reception, processing mail, typing, data entry, answering telephones, assisting the public or other clerical duties.

Skills

Note: The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the two levels in the Definition section.

• Explain policies, procedures, and regulations governing program operations.
• Analyze situations involving rules and regulations and demonstrate good judgment when making decisions.
• Quickly and accurately enter and retrieve data using an automated system.
• Communicate effectively orally and in writing.
• Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
• Work cooperatively as part of a team.
• Identify and correct inaccurate or inconsistent information.
• Listen attentively and understand oral information provided.
• Prioritize, plan, and organize one's own work.

Benefits

Note: Positions may require pre-employment screening, including background checks, and fingerprinting. Government agencies accessing US government information, which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to federal tax information. Background checks are required and must be repeated every 5 years. Background requirements consist of three components which include, fingerprinting, citizenship verification and local law enforcement checks.

Pay

Note: This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.

Schedule

Note: This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.