Office Assistant II

City of Davis•Davis, CA

10d•Onsite

About The Position

Under general supervision, performs a variety of clerical and administrative duties in support of an assigned functional area. Serves at the front counter and on the phone, answers inquiries, and responds to complaints from the public. Reviews and routes mail and phone calls to appropriate staff. Processes invoices, purchase orders, billings, time sheets, and office supply orders. Collects fees and payments from the public. Provides information and assistance to the general public. This is the fully qualified journey-level classification in the Office Assistant series. Positions at this level are distinguished from the Office Assistant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. May provide training and guidance to less experienced staff.

Requirements

Equivalent to completion of the twelfth (12th) grade.
Two (2) years of increasingly responsible clerical experience.
Knowledge of City-wide and department-specific policies, processes, and procedures.
Knowledge of general office business and administrative practices.
Knowledge of principles of business letter writing.
Knowledge of business arithmetic.
Knowledge of basic principles of handling cash including making cash deposits.
Knowledge of methods and techniques of processing purchasing requests and accounts payable invoices consistent with the City’s guidelines.
Knowledge of methods and techniques of compiling and assembling data for reports.
Knowledge of basic principles and practices of public meetings as it relates to meeting notification and document posting requirements.
Knowledge of City formatting and document processing standards.
Knowledge of common basic computer function, applications and programs needed to complete assignments.
Knowledge of principles and practices of record keeping.
Knowledge of principles of scanning, filing, maintaining, archiving, and retrieving records.
Knowledge of City and mandated safety rules, regulations, and protocols.
Knowledge of techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and City staff.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to perform a variety of clerical administrative tasks in support of an assigned functional area.
Ability to understand and respond to requests for assistance from the public and City staff.
Ability to demonstrate responsibility when handling sensitive matters or confidential documents.
Ability to receive, open, review, sort, date stamp, and distribute mail.
Ability to type, compile and process a variety of documents and forms such as correspondence, agendas, public notices, and reports using correct punctuation and grammar.
Ability to handle requests or complaints in a professional manner.
Ability to organize and prepare supplies and materials for programs and activities.
Ability to review and process invoices from vendors for payment; and monitor expenditures.
Ability to follow written and verbal instructions.
Ability to interpret, apply, and explain departmental policies and procedures.
Ability to make accurate arithmetic calculations.
Ability to be detail oriented.
Ability to file materials alphabetically, chronologically, and numerically.
Ability to use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Ability to effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard and to operate standard office equipment.
Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Nice To Haves

Some positions exercise technical and functional direction over, and provide training to, less experienced staff.

Responsibilities

Performs a variety of routine office administrative duties to support departmental operations, including filing (electronic and paper), preparing records, and using Citywide computer applications for processing accounts payable.
Receives payments, processes permits and licenses, and orders and maintains office and other related supplies.
Answers incoming telephone calls and e-mails; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and City staff; refers issues to the appropriate staff or department; checks and replies to voicemail and email messages; greets visitors and residents at City facilities; distributes literature pertaining to City services and events.
Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, staff reports, public notices, letters, emails, memoranda, certificates, invitations, budget reports, spreadsheets, community outreach materials, flyers, postcards, directories, and commendations; checks drafts for punctuation, spelling, and grammar, and suggests corrections.
Collects and distributes incoming mail, packages, email communications, correspondence, reports, requests for service, and complaints to appropriate staff.
Receives, processes, and tracks documents such as permit applications, contract agreements, proposals, plans and specifications, plan submittals, insurance certificates, subpoenas, summons, petitions, and claims.
Collects fees and payments from the public; maintains records of and reconciles revenues collected; provides support to cashiering staff; prepares and coordinates cash deposits.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
Compiles information and data for administrative, statistical, and financial reports; assembles reports, manuals, articles, announcements, and other informational materials.
Maintains and updates departmental electronic and paper record systems; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from computer and internet application systems, programs, and databases as required.
Maintains calendars and makes meeting arrangements; schedules meetings between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings.
Monitors and orders office and other related supplies; assists in preparing, processing, and tracking purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; audits files to ensure they are properly maintained and categorized for retention purposes.
Schedules and coordinates appointments, meetings, seminars, conferences, and training sessions; prepares meeting agendas and informational packets; mails out public notices.
Runs basic reports and creates simple spreadsheets.
Provides basic to intermediate customer service including responding to customer queries via phone and email using pre-approved templates and guidance documents.
Observes and complies with all City and mandated safety rules, regulations, and protocols.
Performs related duties as assigned.