Office Assistant II

About the role

The Office Assistant II position involves performing a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry. This role also includes obtaining and comparing information related to department records, programs, and services, scheduling customer appointments, and composing correspondence.

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.
• Prepares 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.
• Operates a variety of standard office equipment.
• Compiles information to respond to questions or address issues.
• Reviews submitted forms or applications to verify accuracy and completeness.
• Operates automated systems, or other department-specific computer systems.
• Maintains accurate department and customer records.
• Performs related duties as assigned.

Requirements

One (1) year of full-time experience performing clerical duties in an office environment.

Qualifications

• Knowledge of general office functions, procedures, equipment, and filing systems.
• Knowledge of general goals and purposes of department programs, services, and operations.
• Knowledge of English grammar, spelling, and punctuation.
• Ability to explain policies, procedures, and regulations governing program operations.
• Ability to analyze situations involving rules and regulations and demonstrate good judgment when making decisions.
• Ability to quickly and accurately enter and retrieve data using an automated system.
• Ability to communicate effectively orally and in writing.
• Ability to interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
• Ability to work cooperatively as part of a team.
• Ability to identify and correct inaccurate or inconsistent information.
• Ability to listen attentively and understand oral information provided.
• Ability to prioritize, plan, and organize one's own work.

Skills

Word processing, spreadsheet, database, email, calendaring programs, and automated systems.

Benefits

N/A

Pay

N/A

Schedule

N/A