Office Assistant

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Office Assistant

Market Range:

MR11

Approved Date:

3/18/2021 3:43:35 PM

FLSA:

Non-Exempt

EEO Code:

ADMINISTRATIVE SUPPORT

Career Level:

C1

Career Level Description:

Core Services Level 1

Job Code:

100556

Job Family:

GM - General Management

Sub Family:

ADMSP - Administrative Support

Primary Purpose

Performs a variety of general office support duties for administrative, program or technical operations. Duties are more varied and may include:  compiling records, preparing reports/information, answering phone, organizing files,  composition, accounting, office equipment operation,  distributing mail and other general office support functions. 

•

Receives intake information;  cancels or alters accounts; or obtains details of complaints. Ensures the appropriate actions are taken to resolve customers' problems.

1

25%

•

Processes office records and forms; collects and updates data in database(s)/spreadsheet.  Generates reports associated with work activities.

2

20%

•

Greets and directs visitors. Researches and responds to routine requests regarding services.

3

20%

•

Processes invoices. Collects and records deposits, payments or fees.

4

15%

•

Prepares/formats correspondence, reports, forms, meeting notes and other documents. Compiles, copies, sorts, and files records of office activities.

5

10%

•

Compiles, copies, sorts and files records. Monitors, orders and maintains inventory of supplies. May serve as the contact person to ensure proper operation of office equipment.  May open, sort and distribute mail.

6

10%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

C1

Career Level Description:

Core Services Level 1

•

Works to deliver day-to-day objectives with some impact on achievement of the Work Group results.

•

Work follows defined standard procedures and consists of tasks that are routine.

•

Work is closely supervised.

•

Responsible for checking data and information when minor changes may be required based on review.

•

Follows a well-established and familiar set of activities and/or processes to derive a solution.

•

Communicates within and outside the immediate team to obtain and provide basic information.

•

N/A – Jobs at this level are focused on self-development.

•

Requires limited job knowledge of systems and procedures. Follows basic work routines and standards.

Qualifications

•

High school diploma or GED

•

One year of administrative/office support experience

•

Equivalent education and experience are accepted

•

Basic knowledge of work unit's, policies and procedures and the ability to demonstrate and apply this knowledge in performance of office support tasks. 

•

Ability to convey basic information and ideas in response to inquiries and work assignments.

•

Ability to facilitate the flow of work and coordinate office support activities with other staff

•

Ability to utilize office equipment, software and systems to meet work needs.



An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Good Judgment

Makes decisions authoritatively and wisely, after adequately contemplating various available courses of action.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

Listening

Understands and learns from what others say.

Problem Solving

Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on one's knowledge and experience base, and calling on other references and resources as necessary.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand and apply routine verbal and/or written instructions

Organization

Organize actions to complete sequential and/or routine tasks

Decision Making

Make decisions that have an impact on the immediate work unit's operations and/or services

Communication

Communicate and exchange routine/basic information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X