EXHIBIT D
Page
1 of
2 CLASS SPECIFICATION
CLASS TITLE
:
SENIOR OFFICE ASSISTANT
DEFINITION
:
Under general supervision, provides lead direction and training to assigned office support staff; performs difficult and/or specialized office support work for various City offices; performs related work
as assigned.
DISTINGUISHING CHARACTERISTICS
:
This is the lead and/or specialist class in the general office support series, with incumbents responsible for providing direction to assigned office support staff and/or f or performing the more
complex or specialized work assignments. This is not considered a supervisory class in that the full authority for the selection and evaluation of employees is not assigned to this level and the number of employees for which directi
on is provided is limited.
EXAMPLES OF DUTIES
:
Duties may include, but are not limited to
,
the following:
•
Provides lead direction, training and work review to an assigned office support staff; organizes and assigns work.
•
Sets priorities and follows up t
o ensure coordination and completion of assigned work.
•
Performs difficult or complex office support work.
•
May act as receptionist, receiving visitors and the public in reception of general office areas; responds to inquiries with factual
information regarding City services and directs visitors to appropriate areas for scheduled appointments or meetings.
•
Screens phone calls, takes messages and provides factual information regarding City activities and services which may require the use of t
act and judgment.
•
Drafts
a wide variety of reports, forms and specialized documents related to the area of assignment.
•
Drafts
materials from notes or brief instructions using a
personal computer
.
•
Proofreads and checks materials for accuracy,
completeness, compliance with City policies and
correct English usage including grammar, punctuation
,
and spelling.
•
Enters and retrieves data and prepares reports from
software systems
following established
formats; prepares a variety of reports which may
involve arithmetic calculations; reviews reports
for accuracy and makes corrections as required.
•
Processes forms such as purchase requisitions
,
orders
,
and others specific to the area assigned;
may compile, review for accuracy and forward payroll documenta tion; establishes and maintains
office files.
•
Operates standard office equipment; performs such office support activities as opening and distributing the mail, processes outgoing mail and orders and maintains an inventory of office supplies.
•
Provides back
-
up relief for other office support staff.
R2023-__
EXHIBIT D
QUALIFICATIONS:
Knowledge of:
• Basic supervisory principles and practices;
• Office management practices and procedures, including filing and the operation of standard office equipment;
• Correct English usage, including spelling, grammar and punctuation; • Business letter writing and standard format for typed materials; • Basic business data processing principles and the use of word processing or personal computing equipment;
• Basic business arithmetic.
Ability to:
• Plan, assign and review the work of others;
• Train others in work procedures;
• Organize, prioritize and coordinate work activities;
• Interpret and apply rules, policies and procedures;
• Organize, research and maintain office files;
• Establish and maintain effective working relationships with those contacted in the course of the work;
• Exercise initiative and sound independent judgment within established guidelines; • Operate standard office equipment, including a personal computer and telephone equipment.
Education and Experience:
Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:
Equivalent to three years of responsible general clerical or office assistant experience. Some college or business school course work in office administration or supervision is desirable.
Special Requirements:
Possession at time of hire and continued maintenance of a valid California Class C driver’s license is required.
Specified positions may require verbal and/or written bilingual skills.
Employment Type: Full-Time Classified
Bargaining Unit: NCEA
FLSA Status: Non-Exempt
Established: July 1990
Revised: October 2008, TBD