Office Assistant – Senior Office Assistant
April 2026
OFFICE ASSISTANT – SENIOR OFFICE ASSISTANT
JOB FAMILY: Administration
EEO CATEGORY: Administrative Support Worker
FLSA: Non-Exempt
PAY PLAN: Full-Time Pay Plan
UNION STATUS: Represented
PURPOSE STATEMENT:
Under the direction of the assigned administrator, the Office Assistant – Senior Office Assistant performs a variety of routine administrative support duties requiring knowledge of the assigned department, prepares bills, accepts payments, and provides customer service.
DISTINGUISHING CHARACTERISTICS (For use in a job series only) Positions in this class are in the Administrative Support Series.
Office Assistant: This class differs from the Senior Office Assistant class, being the entry-level class where incumbents work under close supervision, learning to perform routine duties.
Senior Office Assistant: This class differs from the Office Assistant class as incumbents in this class have gained thorough working knowledge of their department or division and the City and work under general supervision, receiving only occasional instruction or assistance. This class is distinguished from the Administrative Assistant in that the latter performs specialized administrative, technical, and office management duties.
ESSENTIAL FUNCTIONS, DUTIES, AND TASKS:
The following list of functions, duties, and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or departmentspecific functions, duties, and tasks from those set forth below to address business needs and changing business practices.
• Answers inquiries from the public, both in person and over the phone, directs customers to the appropriate staff member, and takes messages.
• Sorts and distributes mail, files documents, and orders supplies. • Schedules meetings, appointments, and facility tours; and schedules inspections, tenant complaints, and meetings regarding permits and licenses. • Receives and processesrequests and documents for permits, licenses, passports, bus passes, and tenant complaints; ensures completeness, accuracy, and compliance with local, state, and federal regulations for all permit applications; and maintains a detailed database of all permit applications, including their status, deadlines for submission or renewal, and any associated fees. • Prepares business license, permit billings, and transient occupancy tax billings, receives, and Job Classification Description
Equal Employment Opportunity
Office Assistant – Senior Office Assistant
April 2026
records, payments, and reports delinquent accounts.
• Accepts cash, checks, and credit cards for payment, enters data to post transactions, and prepares pre-deposit documents for the same. Balances permit transactions and ledgers; and assists with monitoring budget and payroll-related issues. • Assists with the onboarding of new employees and the offboarding of current employees leaving the department.
OTHER DUTIES:
• Performs other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
(At time of application)
Knowledge of:
• Standard office procedures, methods, and computer usage including related software • Basic cashiering and fiscal record-keeping
• Techniques used in dealing with the public and customer service • Department operations, services and procedures
Skills and Abilities to:
• Type at an acceptable speed with accuracy
• Tabulate data at an acceptable speed with accuracy
• Plan and organize work to meet schedules and timelines • Understand and respond to the public’s and staff’s requests for assistance both on the phone and in person
• Communicate effectively in the English language at a level necessary for efficient job performance
• Perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation
• Relate well, communicate, and work effectively with diverse groups of stakeholders who represent a range of ethnic, cultural, and socio-economic backgrounds JOB QUALIFICATIONS / REQUIREMENTS:
(At time of application and in addition to the Knowledge, Skills, and Abilities listed above.) EDUCATION AND EXPERIENCE:
Any combination of education and experience that would provide the required knowledge, abilities and skills is qualifying. A typical way to obtain the qualifications would be:
Office Assistant: High school diploma or equivalent and six (6) months of general office experience.
Senior Office Assistant: In addition to the above, training in business or secretarial science and two (2) years of experience as an office assistant or equivalent.
Office Assistant – Senior Office Assistant
April 2026
LICENSE(S) REQUIRED:
• Valid state-issued Driver’s License and a good driving record.
WORK ENVIRONMENT / PHYSICAL DEMANDS:
(Must be performed with or without reasonable accommodations) • This position works primarily in an indoor office environment. • Positions in this class typically require: standing, walking, sitting, talking and hearing with or without reasonable accommodation.
• Medium Work: Exerting 20 to 50 pounds of force occasionally (up to 1/3 of workday), and/or 10 to 25 pounds of force frequently (1/3 to 2/3 of workday), and/or greater than negligible up to 10 pounds of force constantly (2/3 or more of workday) to move objects. Physical Demand requirements are in excess of those for Light Work.