About This Role
This posting is for various Office Assistant positions, with the authorized level being Office Assistant III. Applications are also accepted for Office Assistant II in case of recruiting difficulties. The role involves a range of administrative tasks, from document management to providing general information and support.
Responsibilities
- Create, edit, print, store, retrieve, and delete documents using a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated
- Prepare, review, and process forms, records, reports, applications, and other documents for accuracy, completion, and conformance to established requirements
- Check records and forms such as applications, permits, requisitions, vouchers, and other materials for completeness and accuracy
- Evaluate the information contained therein for conformance with established requirements
- Process documents in accordance with established policies and procedures
- Search through a variety of paper and electronic files and records
- Extract, compile, and summarize information and prepare periodic and special reports
- Compose routine correspondence and letters of acknowledgement
- Set up and maintain paper and electronic files and revise filing systems as necessary
- Provide general information and resolve complaints in person or over the telephone involving explanation of rules, regulations, policies and procedures and knowledge of the organization’s purpose and functions
- Determine the need for and/or make routine orders for necessary supplies, materials or other items
- Make arrangements for travel, equipment maintenance, telephone service, and other similar matters
- Provide training and guidance to, and assign, review, and evaluate the work of clerical subordinates performing work comparable to the class Office Assistant II
Requirements
- Basic Experience: Work experience which demonstrated knowledge of English grammar, spelling, and arithmetic; ability to read and understand oral and written instructions; write simply and directly and compare words and numbers quickly and accurately
- Clerical Experience: Work experience which involved the performance of a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment and technologies
- Supervisory Aptitude: Demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects of supervision, e.g., by serving as a group or team leader, or by the completion of training courses in supervision accompanied by application of supervisory skills in work assignments; and/or by favorable appraisals by a supervisor indicating the possession of supervisory potential
