Office Assistant

Description

What do you value in your next job?

At the Orange County Sanitation District our Core Values form the framework of our organization and reinforce our professional work ethic. If the following values ring true with you, we'd love to invite you to explore our career opportunities further.

We aspire to the highest degree of integrity, inclusion, honesty, and respect in our interaction with each other, our suppliers, our customers, and our community. We strive to demonstrate these values in our actions, commitments, and service.

We lead by example, acknowledging the value of our resources and using them wisely to achieve our mission. We strive to reach OC San goals through cooperative efforts and collaboration with each other and our constituencies. We work to solve problems in a creative, cost-effective, and safe manner, and we acknowledge team and individual efforts.

We are committed to acting in a timely, accurate, accessible, and transparent manner through excellent customer service. We are committed to act in the best interest of our internal and external stakeholders.

We continuously develop ourselves, enhancing our talents, skills, and abilities. We recognize that only through personal growth and development will we progress as an agency and as individuals.

We are committed to providing a safe work environment. We will demonstrate leadership, promote individual accountability, and participate actively in the advancement of our health and safety practices.

Under direct supervision, performs a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office; types a variety of documents and correspondence; maintains a variety of files and records; receives and directs telephone calls and visitors; provides a variety of information to other agencies, OC San staff, and the general public; receives, routes, and distributes incoming and outgoing mail;

and performs duties as assigned.

• Serves primarily as the receptionist, central telephone multi-line switchboard operator and initial point of contact for visitors at the Orange County Sanitation District.
• Assists other OC San staff, the general public, and outside groups and agencies by providing information related to specific area(s) of assignment; receives visitors and callers and responds to complaints and requests for information relating to assigned responsibilities or refers to appropriate OC San staff for further assistance as needed; distributes appropriate forms and materials; accepts and processes applications and payments.
• Receives, processes, records, tracks, and routes correspondence, reports, applications, contracts and agreements, plans and specifications, and related information and documents to appropriate staff.
• Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains accurate and detailed databases, verifies accuracy of information, researches discrepancies, and records information; develops, organizes, and maintains filing systems; audits files and ensures compliance with established records retention schedules.
• As assigned, arranges and attends committee and staff meetings; coordinates food and beverage service for various meetings as requested; participates in setup of conference rooms for meetings; configures tables, chairs, and audio-visual equipment.
• As assigned, processes mail including receiving, sorting, and distributing external and internal incoming and outgoing mail for assigned area; delivers mail to different departments; logs special packages; posts OC San mail utilizing appropriate equipment; runs mail machine reports to monitor costs.
• Maintains calendar of activities for public meeting rooms, meetings, and various events for assigned staff; coordinates activities with other OC San departments, the public, and outside agencies; coordinates and processes room rental reservations.
• Other duties as assigned.

• High school diploma or G.E.D.
• One (1) year of clerical support work experience.

• Prior clerical or administrative support experience within a public agency.
• Prior experience as the primary point of contact for visitors, a receptionist, or as a central telephone switchboard operator.
• An intuitive team player with strong communication and customer service skills, knowledgeable in the proper use of grammar, spelling and punctuation.
• Proven ability to organize and prioritize a variety of projects and multiple tasks in an effective and timely manner.
• The ideal candidate uses sound judgment and is able to work independently and collaboratively; maintain professionalism, courtesy, and composure at all times, including during stressful situations; and is able to establish and maintain good…