EXHIBIT E
Page
1 of
2 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 and filing; and
performs related
work as assigned.
DISTINGUISHING CHRACTERISTICS
:
Offic
e Assistant I
–
This class
is the entry level class of
the
general office support series. Initially,
under close supervision, incumbents learn office and City procedures. As experience is gained, there is greater independence of action within established guidelines.
Office Assistant II
–
This class
is the jou
rney
-
level class of the Office Assistant series, fully competent to independently perform a variety of office support duties. All positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of s upervision 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 organizational unit to which assigned.
Positions in this class are flexibly staffed an
d are normally filled by advancement from
the I level once
there is a departmental need, and
the incumbent meets the qualification standards of the II level, demonstrates an
ability to perform the full scope of the work, otherwise meets performance standar ds,
and
any
assessment requirements
to move to the II level
.
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:
•
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 appropri ate
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 tact and judgment.
•
Drafts
a wide variety of reports, forms and specia
lized 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
for
mats; 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 other
s
specific to the area assigned;
may compile, rev
iew for accuracy and forward payroll documentation; establishes and maintains office files.
R2023-__
EXHIBIT E
• 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. • Provides back-up relief for other office support staff.
QUALIFICATIONS:
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.
Ability to:
• Perform detailed clerical work accurately;
• Organize and maintain accurate office files;
• Draft correspondence from brief instructions;
• Make accurate arithmetic calculations;
• Use initiative and sound independent judgment within established guidelines; • Operate standard office equipment, including a personal computer and telephone equipment; • Prioritize work and coordinate several activities;
• Understand and carry out oral and written instructions; • Establish and maintain effective working relationships with those contacted in the course of the work.
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:
Office Assistant I:
Equivalent to one year of general office clerical experience.
Special Requirements:
Possession at time of hire and continued maintenance of a valid California Class C driver’s license is required.
Some positions allocated to this classification may require bilingual skills.
Office Assistant II:
In addition to the above, one additional year of general office experience equivalent to the City’s Office Assistant I class.
Employment Type: Full-Time Classified
Bargaining Unit: NCEA
FLSA Status: Non-Exempt
Established: July 1990
Amended: December 2006, April 2022, TBD