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| DEFINITION: |
| Under immediate supervision, provides administrative assistance and routine clerical support to department(s) or division(s); receives and responds to verbal or written directions on a daily or project basis. |
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| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| This is a part-time, entry level classification. It is distinguished from Office Assistant I in that the latter is considered the entry level of a clerical class series with possible advancement to Office Assistant based on time in classification and job performance. This part-time classification is not considered part of the normal clerical class series. |
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| SUPERVISION EXERCISED AND RECEIVED: |
| Receives supervision from management or administrative employees. May receive direct supervision from multiple administrative staff depending on assignment. |
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| IMPORTANT AND ESSENTIAL DUTIES: |
| The following duties listed below are illustrative only. They are not meant to be a complete and exhaustive listing of all of the duties and responsibilities of the classification. Provides customer service, answers telephones, takes messages and directs calls to appropriate staff members. Sorts, files, and copies material as directed in compliance with policies and procedures; operates copy machines, fax machines, scanners and other office equipment. Receives, sorts and distributes incoming mail and processes outgoing mail using a postage machine; maintains mailing lists. Orders and stocks supplies; delivers supplies and materials to appropriate locations; performs inventory of materials and stock and informs appropriate staff of inventory levels. Sets up rooms for meetings and events; writes emails and prepares correspondence; prepares bills for payment; performs data entry. Utilizes department or City-wide software applications to maintain records or perform related duties. |
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| JOB-RELATED QUALIFICATIONS: |
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| Knowledge, Skills and Abilities: |
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| Knowledge of: office terminology and practices and procedures; filing systems, and telephone etiquette; correct English usage including spelling, punctuation and grammar; basic arithmetic; common office machines and equipment; appropriate business decorum. |
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| Skill in: the safe and efficient operation of mailroom equipment, multi-line business phones, copiers, scanners, fax machines, calculators, and other common office machines; using numerical, alphabetical and alpha-numerical filing systems. |
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| Ability to: use Word, Excel, PowerPoint, Adobe Acrobat and the Internet; make accurate arithmetic calculations; understand and carry out verbal and written directions; effectively communicate verbally and in writing; establish and maintain effective working relationship with others; provide courteous and efficient service to the public; ability to learn, retain and use technical terminology, equipment, and computer applications; ability to respond calmly and effectively to changing priorities. |
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EDUCATION AND TRAINING GUIDELINES:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be: |
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| Education: High school diploma or GED; coursework in modern office procedures, typing, English, and arithmetic is highly desirable, but not required. |
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| Experience: No experience is necessary; 6 months of paid or documented volunteer experience in any office environment is highly desirable. |
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| SPECIAL REQUIREMENTS: |
| Ability to move boxes, tables and chairs, and equipment weighing up to 40 pounds. |
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| LICENSES, CERTIFICATES, REGISTRATION: |
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| Licenses: Possession of a valid Class C California Drivers license is desirable, but not required. |
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