Office Assistant II - Extra-Help Office Assistant II

Examples of Duties

• Aid the public in person or by telephone and gather necessary information.
• Answer inquiries about the department’s services, programs, and operations.
• Distribute relevant information and direct clients to the right personnel or location.
• Explain how to use forms and documents, screen and sort incoming mail, and handle incoming calls.
• Maintain various departmental files and records according to prescribed procedures and regulations.
• Check and verify the completeness and accuracy of information, resolve discrepancies and errors.
• Perform filing, compiling, and assembling tasks, creating computer-generated materials like graphs, letters, reports, and statements.
• Proofread typed material for grammatical, punctuation, spelling, sentence structure, format, and clarity.
• Verify completeness and accuracy of references and correct errors.
• Compose letters in response to requests for information, ensuring the information is complete, accurate, and consistent with prescribed forms, procedures, and regulations.
• Order supplies, monitor inventories, arrange for equipment repairs, and maintain property control records.

Minimum Qualifications

• One (1) year of full-time experience performing clerical work in an office environment.
• Frequent use of depth perception, peripheral vision, and color perception.
• Frequent lifting, carrying, reaching, pushing, pulling, twisting, and manipulating large and small objects.
• Frequent use of hand-eye coordination.
• Frequent sitting, standing, walking, and repetitive hand and arm motion.
• Frequent typing at a corrected rate of 45 words per minute from clear copy.

Essential Functions

• Operate a personal computer and other modern office equipment.
• Communicate effectively with others in person, in writing, and over the telephone.
• Analyze data, interpret directions, procedures, and regulations, and develop appropriate responses.
• Create correspondence, spreadsheets, and presentation materials using various computer software programs.
• Respond appropriately to situations.
• Complete multiple priority projects with conflicting deadlines and under stressful conditions.
• Maintain confidential information in accordance with legal standards and/or County regulations.

Knowledge

• Basic mathematical functions.
• Clerical and department work practices, procedures, programs, services, policies, and regulations.
• Correct English usage, grammar, sentence structure, spelling, vocabulary, and punctuation.
• Modern office methods and practices including filing systems, business correspondence, and reception techniques.
• Business report writing and customer service techniques.
• Lead work and staff development techniques and practices.
• Common word processing, spreadsheet, and database software packages.

Ability

• Understand and carry out oral and written instructions.
• Exercise good and independent judgment in determining and selecting appropriate processes, alternatives, forms, and desired actions within the bounds of established work practices, procedures, and commonly used regulations.
• Make arithmetical calculations with speed and accuracy.
• Prepare and maintain accurate reports and records.
• Establish and maintain cooperative and effective work relationships with others.
• Deal tactfully and courteously with the public, county employees, and other staff.
• Organize work and carry out assignments with minimum supervision.
• Communicate effectively both orally and in writing.
• Lead and train subordinate employees effectively.
• Proofread material.

Why Merced County?

A message from the CEO.