Office Assistant I

CalHR•Sutter Creek, CA

About The Position

Performs a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry; obtains and compares information related to department records, programs, and services; may perform the initial applicant screening as an incidental function and initiate cases through the department's automated system; and performs related work as required. Working under close supervision, Office Assistant I is the entry/trainee level in the Office Assistant series. Employees in this class receive in-service training and are given detailed instructions in the performance of routine clerical duties related to filing, reception, form processing, record maintenance, mail, and typing or data entry and performs tasks that are more structured and repetitive than those assigned to level II. As requisite skills and knowledge are developed, greater independence and the full scope of responsibility are exercised. Unless a position is permanently allocated to level I due to the nature of the work, employees are expected to promote to the Office Assistant II level after one year of satisfactory performance at the trainee level.

Requirements

Experience and/or training in an office setting, paid or unpaid, related to filing, reception, processing mail, typing, data entry, answering telephones, assisting the public or other clerical duties.
General office functions, procedures, equipment, and filing systems.
General goals and purposes of department programs, services, and operations.
English grammar, spelling, and punctuation.
Word processing, spreadsheet, database, email, calendaring programs, and automated systems.
Explain policies, procedures, and regulations governing program operations.
Analyze situations involving rules and regulations and demonstrate good judgment when making decisions.
Quickly and accurately enter and retrieve data using an automated system.
Communicate effectively orally and in writing.
Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
Work cooperatively as part of a team.
Identify and correct inaccurate or inconsistent information.
Listen attentively and understand oral information provided.
Prioritize, plan, and organize one's own work.
Essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class.

Nice To Haves

The ability to speak, read and write Spanish in addition to English would be an asset in this position, but is not required.

Responsibilities

Addresses complaints and explains regulations to customers or the public.
Responds to inquiries regarding departmental functions, services, policies, and procedures.
Obtains information from customers, visitors, or callers to determine appropriate resource, action, document, or staff referral to meet their needs.
Explains the proper use of forms and documents.
Prepares items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
Operates multiline telephone system including answering calls, transferring calls, and taking messages.
Schedules customer appointments and maintains schedules for technical or professional staff.
Composes correspondence, reports, memos, and other documents.
Reviews and processes forms/documents in accordance with established guidelines and procedures.
Monitors and updates manual or electronic files.
Operates a variety of standard office equipment.
Compiles information to respond to questions or address issues.
Reviews submitted forms or applications to verify accuracy and completeness.
Operates automated systems, or other department-specific computer systems.
Maintains accurate department and customer records.
Performs initial screening of applications for departmental services.
Performs related duties as assigned.