CLASS SPECIFICATION
CLASS TITLE
:
Office Assistant I/II
DEFINITION
:
Under general supervision, performs a variety of routine to difficult office support work which may include receptionist duties, typing, word processing, recordkeeping a nd filing;
and
performs related work
as assigned.
DISTINGUISHING CHRACTERISTICS
:
Office Assistant I is the entry level class of this general office support series. Initially, under close supervision, incumbents learn office and City procedures. As expe rience is gained,
there is greater independence of action within established guidelines. This class is flexibly
staffed with Office
Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which
meet the qualifications of the
higher
-
level
class.
Office Assistant II is the journey
-
level class of the Office Assistant series, fully competent to independently perform a variety of office support duties. All positions are characterized by the presenc e of fairly clear
guidelines from which to make decisions and the availability of supervision in on -
routine circumstances.
Specific duties, including the amount of typing, word processing and use of on -
line or personal computers, will
vary with the organi
zational unit to which assigned. This class is distinguished from the Senior Office Assistant class in that the latter is a lead class performing the more complex general office support work.
EXAMPLES OF DUTIES
:
Duties may include, but are not limited to the
following:
1. Acts as receptionist, receiving visitors and the public in reception or general office areas; responds to inquiries with factual information regarding City services and directs visitors to appropriate areas for scheduled appointments or meetin
gs.
2. Screens phone calls, takes messages and provides factual information regarding City activities and services which may require the use of tact and judgment.
3. Types a wide variety of reports, forms and specialized documents related to the particular are a of
assignment.
4. Types materials from drafts, notes, dictated tapes or brief instructions using a typewriter or word processor.
5. Proofreads and checks typed and other materials for accuracy, completeness, compliance with City policies and correct English
usage including grammar, punctuation and spelling.
6. Enters and retrieves data and prepares reports from an on -
line or personal computer system following
established formats; prepares a variety of reports which may involve arithmetic calculations; reviews c
omputer
-
produced reports for accuracy and makes corrections as required.
7. Processes forms, such as purchase requisitions and orders and other specific to the area assigned; may compile, review for accuracy and forward payroll documentation; establishes and
maintains office
files.
8. Operates standard office equipment; performs such office support activities as opening and distributing mail, processes outgoing mail and orders and maintain an inventory of office supplies.
9. Provides back
-
up relief for other offi
ce support staff.
EXHIBIT A
R2023-__
QUALIFICATIONS
:
A typical way of gaining the
knowledge
and skills required for this classification is:
OFFICE ASSISTANT I:
Equivalent to one year of general office clerical experience.
OFFICE ASSISTANT II:
In addition to the
above, one additional year of general office experience equivalent to the City’s Office Assistant I class.
NOTE
:
The l
evel and scope of the knowledge
and skills listed below are related to the job duties as defined under
Distinguishing Characteristics
.
Knowledge of:
Office practices and procedures, including filing and the operation of standard office equipment; correct English usage, including spelling, grammar and punctuation; business letter writing and the standard format for typed materials; basic
business data processing principles and the use of word processing or personal computing equipment; basic business arithmetic.
Skill
s
in:
Performing detailed clerical work accurately; organizing and maintaining accurate office files; composing routing c
orrespondence from brief instructions; making accurate arithmetic calculations; using initiative and sound independent judgment within established guidelines; operating standard office equipment, including a word processor and centralized telephone equipme nt; prioritizing work and coordinating several
activities; understanding and carrying out oral and written instructions; establishing and maintaining effective working relationships with those contacted in the course of the work .
Special Requirements
:
Specified positions may require possession of a valid California Driver’s License.
Some positions allocated to this classification may require bilingual skills.
Employment Type: Full
-
Time Classified
Bargaining Unit:
NCEA
FLSA Status:
Non
-
Exempt
Established:
July 1990
Amended:
December
2006, TBD
EXHIBIT A
R2023-__