OFFICE ASSISTANT II

NHA • San Diego, CA

2d • Onsite

About The Position

Under general supervision of the Area Director, or designee, performs a wide variety of routine to moderately difficult clerical support functions, including greeting visitors in person and by telephone, data entry and records management duties; types a variety of correspondence, documents, reports and other materials requiring skilled word processing; and performs related duties as assigned.

Requirements

• Graduation from high school or G.E.D. equivalent and three (3) years’ office clerical or secretarial experience; or an equivalent combination of training and experience.
• Type at a minimum of 40 words per minute.
• Experience may also be obtained through vocational training such as ROP, etc.
• Operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software.
• Operate standard office equipment.
• Type accurately at a speed necessary to meet the requirements of the position.
• Organize, set priorities and exercise sound independent judgment within areas of responsibility.
• Organize and maintain office and specialized files.
• Communicate clearly and effectively orally and in writing.
• Understand and follow written and oral instructions.
• Prepare clear, accurate and concise records and reports.
• Use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work.
• Establish and maintain effective working relationships with NHA managers, employees and others encountered in the course of work.
• Some positions require the ability to perform high-volume data entry accurately and at a speed to meet established production standards.

Nice To Haves

• Knowledge of NHA and section rules, policies and procedures applicable to assigned areas of work.

Responsibilities

• Types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, statistical charts and other documents.
• Types from rough notes, drafts and brief oral instructions.
• Composes routine correspondence.
• Edits and revises materials on diskette.
• Creates and maintains databases of records, lists and projects.
• Creates standard statistical spreadsheets.
• Designs and revises routine to moderately difficult forms, charts and graphs.
• Operates a computer and performs word processing and / or data entry in accordance with standard procedures and computer software requirements.
• Verifies the accuracy of materials produced and / or input data.
• Generates reports and documents.
• Operates a variety of standard office equipment.
• Provides secretarial and general office support services for managers, supervisors and staff.
• Schedules meetings and makes meeting arrangements.
• Prepares and distributes agendas and minutes.
• Collects data, compiles required information and types standard agreements and contracts for approval, signature and execution.
• Maintains a variety of standard office and specialized records and files.
• Prepares manuals, computer logs, and files.
• Summarizes information and prepares routine reports.
• Picks up and distributes incoming mail.
• Opens, logs and routes incoming office mail and stuffs, sorts and prepares outgoing mail; also mails requested materials and documents.
• Retrieves, delivers and sends faxes.
• Acts as receptionist for an assigned unit or office, and answers, screens and refers telephone calls, takes telephone messages.
• Assists clients and others in person and/or by telephone.
• Responds to questions and complaints in a professional manner.
• Copies, compiles and distributes documents and materials.
• Sorts, codes, cross-references, duplicate and file a wide variety of records and documents.
• Pulls files upon request and makes new file folders.
• Retrieves, duplicates and distributes copies of records.
• Creates and maintains chronological files.
• Maintains up-to-date file listings, indexes and cross-references.
• Monitors and maintains inventories of standard office supplies and materials.
• Types purchase requisitions and check requests.
• Operates a variety of standard office equipment.
• Performs miscellaneous clerical and secretarial tasks.
• Troubleshoots and performs minor maintenance on duplicating equipment and other office machines.
• Submits requisitions for duplicating equipment supplies, repairs and services.

Benefits

• Certification in pediatric first aid and CPR must be met within 90 days of employment.
• Must meet and maintain state law and county licensing requirements regarding employment in a childcare center (fingerprints, TB, physical, immunizations).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED