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About the Role

The work involves performing complex clerical operations and administrative support tasks for an administrative officer or program manager, spending a substantial amount of time operating a personal computer and performing routine administrative tasks to ensure efficient office workflow. This role differs from an Office Assistant I by the increased time spent using computer programs and acting as the lead clerical support.

Responsibilities

Enter and retrieve information using software on a computer.
Use a computer for various applications, such as word processing to produce printed material.
Answer telephones, give information, take messages, or transfer calls.
Greet visitors or callers and handle inquiries or direct them.
Create, maintain, and enter information into databases.
Operate office equipment and arrange for repairs.
Set up and manage paper or electronic filing systems.
Operate electronic mail systems and coordinate information flow.
Schedule and confirm appointments.
Maintain scheduling and event calendars.
Compose, type, and distribute meeting notes, correspondence, or reports.
Complete forms in accordance with company procedures.
Open, read, route, and distribute incoming mail or other materials and answer routine letters.
Review work done by others for accuracy and adherence to format policies.
Make copies of correspondence or other printed material.
Train and assist staff with computer usage.
Order and dispense supplies.
Prepare conference or event materials.
Perform timekeeping functions and provide information for payroll processing.
Collect and deposit money, disburse funds, keep records, and ensure accounts are balanced.
Establish work procedures or schedules and track the daily work of clerical staff.
Arrange conference, meeting, or travel reservations.
Supervise other clerical staff and provide training and orientation to new staff.
Coordinate conferences, meetings, or special events.

Requirements

Two (2) years of permanent competitive class status as an Office Assistant I.
Three (3) years of permanent competitive class status as a Typist I or Typist I (Spanish Speaking).
Associate’s Degree, or higher, and two (2) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications.
High school diploma or equivalency and three (3) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications.

Skills

General office terminology, procedures, and equipment.
Administrative and office procedures and systems.
Word processing, managing files and records, designing forms, and workplace terminology.
Proper grammatical usage, punctuation, and spelling.
Principles and practices for providing customer service.
Email, word processing, and spreadsheet software.
Effective oral and written communication.
Understanding and carrying out complex oral and written instructions.
Clear and courteous communication via telephone or in person.
Making minor decisions in accordance with laws and regulations.
Assigning, supervising, and reviewing the work of clerical personnel.
Establishing effective working relationships.
Accurate and reasonably fast arithmetical computations and tabulations.
Manipulating an alphanumeric keyboard to produce documents with high accuracy and within required time frames.

Experience Level

Two (2) years of experience
Three (3) years of experience

Education Level

Associate’s Degree or higher
High school diploma or equivalency