Office Assistant; Bureau of Highways

Pay Schedule I, Grade 19, Regular

Schedule:

35 hours per week. A vacancy exists in the Department of Public Works, Bureau of Highways and Equipment Maintenance. A list of eligible applicants will be established based on the examination as outlined below. Current and future vacancies occurring in this class may be filled from the list of eligible applicants. This job announcement may close at any time with little or no notice.

Applicants are advised to apply promptly. All interested transfer and promotional candidates must apply at this time. List all promotions and changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications. Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered.

A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time. You MUST attach your transcript(s)/degree(s) and license(s)/certification(s) to your application. Unofficial copies are acceptable. Proof of licenses, certifications and/or education must be submitted with each application.

Under general supervision, performs comprehensive office administration and clerical duties in support of an office.

• Uses automated office systems, such as a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.
• Originates procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and files.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performs queries and compiles routine reports from various data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Establishes and maintains confidential files and records.
• Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Determines release of information according to established procedures and confidentiality.
• Initiates the process of purging and updating files.
• Opens, date stamps, and distributes incoming mail to appropriate staff.
• Tracks the handling of correspondence and/or written complaints to the time of completion.
• Ensures office responses are completed in a timely manner.
• Greets and directs clients and visitors.
• Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow‑up as necessary.
• Types, photocopies, and distributes meeting agendas and/or minutes.
• Prepares or assists in the preparation of personnel related documents and forms.
• Operates office machinery, such as photocopiers, calculators, telephones, scanners, and printers.

• Maintains simple financial and statistical records.
• Reconciles account balances.
• Orders and maintains office supplies.
• Prepares and processes purchase orders, direct payments, and invoices.
• Verifies procurement card purchases.
• May take verbatim notes or minutes.
• May lead and instruct others.
• Performs other related duties as required.

The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed. Possession of a high school diploma or an appropriate equivalent is required.

One year typing, word processing, or secretarial experience.