Office Assistant I
| City of Foster City |
| Estero Municipal Improvement District |
| Job Specification |
| DEFINITION: |
| Under supervision and following standard procedures, performs clerical duties in any City department. Decreasing supervision and increasing autonomy at the Office Assistant II level. |
| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| This may be an either full-time or part-time permanent position that supports the department operations. In conjunction with the City's flexible staffing program, this position will be promoted to Office Assistant II after one year of experience as an Office Assistant I, successful completion of probation, and a passing score on a proficiency test. This position is distinguished from Administrative Secretary in the amount of supervision, autonomy, and specialization of the duties performed, including exposure to more confidential information or reports. |
| SUPERVISION EXERCISED AND RECEIVED: |
| Receives supervision from a designated management or more senior secretarial staff member, depending on the department organization structure. Does not exercise routine supervision over other employees. |
| IMPORTANT AND ESSENTIAL DUTIES: |
| Frequency and importance of the following duties are dependent on department assignment and operations, and department-specific duties will be available to incoming candidates during the recruitment process. Office Assistant I and II duties are similar and may overlap. However, increases in experience and training will lead to more complex and responsible assignments, more independent judgement and less supervisory oversight. Provides telephone coverage, taking messages and directing calls to appropriate staff members; provides public information; prepares correspondence, reports, bills, financial and purchasing documents, lists, schedules, orders, notices, resolutions, statistical data on typewriter or work processor using rough drafts, marginal notes, verbal instruction, or dictaphone equipment; prepares and types acknowledgements and replies on form letters; sorts, files, and copies material into predetermined classifications; maintains index and cross reference files; processes repetitive and routine documents such as plans, specifications, job applications, forms, reports, legal documents and similar materials; checks and review data and documents for accuracy, completeness and conformance to established standards; performs arithmetical calculations; receives, distributes and mails correspondence; maintains mailing lists; operates copier and calculating equipment; keeps records and reference materials updated and accurate; interprets departmental procedures for employees and the public; issues documents in accordance with legal and procedural requirements; independently maintains financial, personnel and operational records; identifies sources of information, compiles data and repetitive financial, statistical and operational reports; utilizes department or city-wide software applications to maintain records or perform various duties; attends meetings and takes or transcribes minutes. |
| OTHER JOB-RELATED DUTIES: |
| Schedules meetings and appointments; makes travel arrangements; maintains department timesheets and leave records; takes summary or verbatim notes; prepares and distributes meeting minutes; orders, maintains department supplies, may occasionally drive vehicle to run errands for department. |
| JOB-RELATED QUALIFICATIONS: |
| Knowledge, Skills and Abilities: |
| Knowledge of: Office terminology, practices, and procedures including filing systems, receptionist and telephone techniques; business letter and report writing format, correct English grammar, spelling and punctuation; arithmetic; common office machines and equipment. |
| Skill in: Efficiently operate typewriter, computer keyboard, and telephone equipment to perform the essential duties of the position. Typing speed of 50-55 words per minute from a clear copy. |
| Ability to: Perform clerical work of average difficulty including compilation of data and arithmetical calculations for reports; use modern office equipment, including typewriter, computer, calculator, telephones, copiers, and office productivity software applications; effectively use alphabetical and numerical filing systems; understand and carry out oral 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 respond calmly and effectively to changing priorities. |
| 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: |
| Education: Graduation from high school or equivalent; with coursework in modern office procedures, typing English, and arithmetic. |
| Experience: One year of full time, paid office experience. Graduation from an accredited community college with a business major, or completion of a business college curriculum equivalent to community college may be substituted for the required experience. One year of Office Assistant I experience required for the Office II position. |
| SPECIAL REQUIREMENTS: |
| Ability to move boxes and light equipment; ability to learn, retain and use technical terminology, equipment, and computer applications. Mental alertness and comprehension for the abilities listed above. |
| LICENSES, CERTIFICATES, REGISTRATION: |
| Licenses: Possess valid California Drivers license. |
