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EXAMPLES OF ESSENTIAL DUTIES
OFFICE ASSISTANT II
- Assist the public by referring them to sources of information, giving out standard forms, explaining how to complete them, and answering requests for factual information by consulting various available sources.
- Insert and extract materials from subject matter files, classify material by nature of subject matter, and prepare new file folders as needed.
- Maintain informational or operational records; answer telephone and assist callers by providing information, taking messages, or routing calls to others.
- Type a variety of information such as statistical and budgetary tabulations, reports, manuscripts, contracts, pamphlets, letters, charts, and other documents from rough, plain, corrected copy, or dictated material utilizing information processing equipment.
- Utilize formerly recorded material to create new documents or files, incorporating all revisions; independently set up formats for reports, files, letters, and dual and multi-column documents, taking into consideration the special needs of originator.
- Gather information from a variety of source documents; establish and revise glossaries utilizing stored keystrokes; create multi-page documents with headers and footers; set up merged documents.
- Compile, store, and maintain a system of information retrieval on tapes or disks; edit copy for errors; compose routine letters on factual subjects; make out bills, abstracts, orders, notes, permits, licenses, etc.
- Receive fees when the amount is readily obtainable by simple computations or from fixed schedules; prepare receipts and accounts for money.
- Compare a variety of documents such as purchase orders, receival slips, and others to make extensions, batch totals, and to check for mathematical accuracy and general completeness.
- Post data, types, encode, and transmit alphanumeric and numeric data from source documents; key in commands to locate files; enter, store, retrieve, and delete information in order to update records and/or data bases.
- May verify the accuracy of information entered, and correct errors in transmission.
- Make computer inquiries to retrieve information and to print reports; may align carriage tapes and forms to print records, mailing lists, roster indexes, and similar listings; maintain informational and operational records.
- Serve as a receptionist and schedule appointments; as a secondary responsibility, may operate a telephone switchboard.
OFFICE ASSISTANT III
- Perform complex clerical work requiring the application of laws, policies, procedures, and specialized terminology; prepare and process materials which require the review of complex source material and a thorough familiarity with policies, procedures, terminology and various applicable laws in order to obtain the necessary data.
- Give information to the public or interdepartmental representatives in situations where judgment and interpretation of departmental policies and regulations are required.
- Review a variety of reports, forms, and records for accuracy, completeness, and compliance with applicable ordinances; answer questions involving searching for and summarizing technical data, laws, policies, or procedures.
- Compile a variety of narrative and statistical reports, which requires locating sources of information, devising forms to secure the data, and determining proper format for finished reports.
- Design or revise office forms; set up and maintain complex filing systems. Initiate replies to routine correspondence; compose correspondence and other materials requiring the application of subject matter knowledge and discrimination in the selection of data.
- May provide technical guidance and/or training to clerical staff; may assign and review the work of clerical staff; prepare and revise written procedures.
- Type a wide variety of complex material such as difficult statistical and budgetary tabulations, highly confidential reports and letters, priority manuscripts or contracts, and other specialized documents from rough, plain, corrected copy, or dictated material utilizing information processing equipment.
- Develop automated files and maintain the storage of tapes and disks; develop and revise standardized formats for documents for the department; operate peripheral equipment.
- Isolate and resolve equipment and procedural problems; perform backup of systems and maintain archived record library and reference logs; serve as technical expert on the operation of information processing equipment.
MINIMUM QUALIFICATIONS
OFFICE ASSISTANT II TAP RATE:
Experience: Six months of clerical experience.
Knowledge of: Correct grammar, spelling, and punctuation; office procedures, including preparing correspondence and reports; filing, indexing, and cross-referencing methods; principles, methods, and equipment used in information processing.
Ability to: Perform clerical work and quickly learn the specific operation of the office; make decisions in standard procedural matters without immediate supervision; prepare and maintain accurate records and reports; make arithmetic calculations rapidly and accurately; understand and follow written and oral instructions; establish and maintain effective working relationships; operate a variety of standard office equipment.
Other Requirements: Skill to type 40 words per minute may be required.
OPTION I Experience: Two years of clerical experience.
OPTION II Education: Completion of 18 semester or 27 quarter units from an accredited college or university in secretarial sciences, office practices, business education, or a closely related field to the assignment.
Experience: One year of clerical experience.
OPTION III
Education Completion of 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a closely related field.
Experience: One year of clerical experience.
ALL OPTIONS
Knowledge of: The principles, methods, and equipment used in information processing; correct English usage, grammar, spelling, vocabulary, punctuation, format, and style; office procedures, including preparing correspondence and reports, filing, and operating standard office equipment.
Ability to: Understand the capabilities and applications of information processing equipment considering the requirements of the unit; use initiative and judgment in setting up formats for a variety of documents; provide guidance to and train staff; proof and correct copy into acceptable final form; store and retrieve a variety of documents and subdocuments; meet departmental production and accuracy standards; establish and maintain effective working relationships.
Other Requirements: Skill to type 40 words per minute may be required.
