Senior Office Assistant

DEFINITION
To perform a variety of the more specialized and complex clerical duties in support of office operations and activities; to direct and monitor the work of others in a lead capacity as assigned; and to perform related duties and responsibilities as required.
DISTINGUISHING CHARACTERISTICS
The Senior Office Assistant differs from the Office Assistant in that the Senior Office Assistant performs the most complex clerical work, and/or exercises lead responsibilities over lower level classifications, and/or must possess specialized and unique job knowledge and skills not typically found across County departments for the preponderance of time.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory / management staff.
Exercises lead direction over lower-level clerical classifications.Performs the more specialized and complex clerical duties in support of the operations and activities of assigned office and committees/commissions/councils as assigned.
Provides assistance with fiscal operations of the department, including but not limited to collecting and recording various fees, fines or other monies, preparing deposits, assisting with budget preparation and monitoring, and preparing financial reports as required.
Assists in researching, preparing and assembling documents related to the activities of the Board of Supervisors, Planning Commission, and other committees, commissions, and councils as assigned.
Provides information and assistance to County staff, other agency personnel, and the public, requiring the use of judgment and the interpretation of policies, procedures or rules; assists in coordinating office activities with those of other departments and agencies as necessary.
Researches and compiles information from a variety of sources for the completion of forms or preparation of reports.
Prepares contracts by assembling required information including scope of work, timelines, budget information, deliverables, and selection and evaluation criteria using standard formats and templates.
Enters and retrieves computer data; generates computer reports and/or spreadsheets.
May train and provide work direction for assigned clerical personnel; offers advice and assistance as needed.
May provide clerical support for commissions, councils and committees as assigned.
Types or word processes, prepares, processes, copies, files, distributes and/or transmits various records, reports, forms, correspondence, permits, applications, licenses, and other documents; may compose routine reports and correspondence.
Proofreads and checks typed and other materials for accuracy, completeness and compliance with departmental policies and regulations.
Answers the telephone and provides information and assistance to callers or forwards calls to appropriate staff person; takes messages as necessary; greets and assists office visitors; may use a two-way radio to communicate with field personnel.
Performs routine clerical support work as required, including but not limited to scheduling meetings and appointments, establishing and maintaining files, copying documents, filing / retrieving files, sending and receiving faxes, collating documents, maintaining lists and logs, processing daily mail, and ordering supplies, etc.Experience:
Three years of increasingly responsible full-time equivalent clerical experience, or two years as an Office Assistant II in Mariposa County.
Education:
High school diploma or GED equivalent, preferably including classes in typing, bookkeeping and related subjects.
Additional Requirements:
Possession of a valid California driver's license. Under certain circumstances, the Human Resources Director may accept a valid driver's license from another state if applicant acknowledges his/her intent to acquire a California driver's license within three months by signing an acknowledgement form.

EMPLOYMENT STANDARDS

Knowledge of:

Pertinent federal, state and local laws, codes, ordinances and regulations.

County and department organization, policies and procedures.

Modern office practices and technology, including record-keeping and filing systems, receptionist / telephone techniques, business letter and report writing, and the use of computers for word and data processing, including the preparation of spreadsheets.

Methods of preparing and processing various records, reports, forms and other documents peculiar to assigned department or program.

Basic principles of training and leadership.

Basic business arithmetic.

Basic financial record-keeping and reporting methods.

English usage, spelling, grammar and punctuation.

Safe work practices.

Ability to:

Understand, interpret and apply pertinent federal, state and local laws, rules and regulations, and County / department policies and procedures.

Perform specialized and moderately complex clerical duties in assigned unit.

Organize work, set priorities, meet critical deadlines and follow up on assignments with a minimum of direction; exercise sound, independent judgment and initiative within established guidelines.

Provide effective training and leadership as assigned.

Communicate clearly and concisely, both orally and in writing.

Understand and execute written and oral instructions.

Compose routine correspondence and reports independently or from brief instructions.

Research and compile a variety of information and materials.

Establish and maintain effective record-keeping systems and files.

Maintain the security and confidentiality of specified records, information and files.

Learn and understand legal requirements for posting and noticing activities of committees, commissions, and/or councils as assigned.

Learn and understand basic parliamentary procedures.

Use computers effectively for word and data processing and records management.

Safely operate office equipment.

Type or word process accurately at a rate required for successful job performance.

Perform required mathematical computations with accuracy.

Perform work effectively despite frequent interruptions and the pressure of deadlines.

Establish and maintain effective working relationships with those contacted in the course of work.

Respond appropriately, effectively and promptly to the needs of internal and external customers.

TYPICAL WORKING CONDITIONS

Work is performed in a normal office environment.

TYPICAL PHYSICAL REQUIREMENTS

Requires the ability to sit at a desk for long periods of time and intermittently walk, stand, stoop, kneel, crouch and reach while performing office duties; lift and/or move light weights; use hands to finger, handle or feel objects, tools or controls. Must be able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, and operating office equipment. Must be able to use a telephone to communicate verbally and a keyboard to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen.

THE SELECTION PROCESS

All interested applicants must complete and submit a job application including any required supplemental questionnaires, and attach any required documentation. For those who meet the minimum qualifications, a competitive evaluation of the training and experience described on your application or supplemental questionnaire, a written examination, a structured oral interview, a performance rating, or a combination of any of these, may be performed. You will be scored based on that competitive evaluation. This process may be altered if there are ten or less applicants that qualified.

This class specification lists the major duties and requirements of the job and is not all inclusive. Incumbents may be expected to perform job-related duties other than those contained in this document.

Employment Type: Full-time