Office Associate II

City of Portsmouth•Portsmouth, VA

About The Position

Under general supervision, the Office Associate II performs routine clerical functions in support of departmental activities and reports to the Office Supervisor. The role provides administrative support through word processing, spreadsheet creation, data entry and retrieval, reviewing information for accuracy, generating reports and records, and responding to public inquiries with general program information. The position uses the Online Automated Services Information System (OASIS), computerized data-entry equipment, word-processing and file-maintenance programs to enter, store and retrieve information and maintain files. It also supports office operations by maintaining policy and procedure materials, calendars, appointments, correspondence, records, supplies and equipment service schedules. Individual assignments are determined by the supervisor according to workload and department needs. The position requires a high school diploma and two to three years of progressively responsible administrative work experience, including computer operations, or an equivalent combination of education and experience. A background check is required, including local, state and federal criminal history and sex offender registry checks. Individuals cannot have a founded child abuse or neglect complaint. During a declared emergency in Portsmouth, the employee must perform shelter duty and may be called upon to perform other duties needed for community safety and care. The work involves operating office equipment and requires occasional exertion of up to 20 pounds, frequent exertion of up to 10 pounds, or negligible force constantly. Physical demand requirements exceed those of sedentary work. The role also requires effective written and verbal communication, numerical and clerical skills, coordination and dexterity in operating office equipment, and the ability to deal tactfully with the public and people under stress. The City of Portsmouth is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities.

Requirements

High school diploma and 2–3 years of progressively responsible administrative work experience, including computer operations, or an equivalent combination of education and experience.
Acceptable general background check, including local, state, and federal criminal history and sex offender registry checks.
Cannot be listed as having a founded child abuse or neglect complaint.
Knowledge of modern office practices and procedures, arithmetic, spelling, grammar, punctuation, vocabulary, and general departmental policies and procedures.
Skill in operating common office equipment and computer-driven word-processing and file-maintenance programs.
Ability to screen communications and handle them independently or route them appropriately; correct written and typing errors; organize work and establish document formats; gather information and draft documents; and maintain moderately complex files.
Ability to communicate effectively orally and in writing, exercise tact and courtesy, use judgment, research problems and alternatives, and seek advice when necessary.
Ability to operate office equipment, including computers, printers, calculators, facsimile machines, copiers, and multi-line telephone systems.
Ability to exert up to 20 pounds of force occasionally, up to 10 pounds frequently, and negligible force constantly; physical demands exceed those for sedentary work.
Ability to read and prepare correspondence, forms, and reports related to public welfare and social services using prescribed formats and appropriate language conventions.
Ability to apply common-sense understanding to written, oral, or diagrammatic instructions and address problems involving several concrete variables in standardized situations.
Basic working knowledge of accounting, clerical, and computer-operation terminology; ability to use mathematical formulas and perform arithmetic involving decimals and percentages.
Ability to coordinate hands and eyes while using office equipment, handle office equipment, distinguish colors and shades, communicate by telephone, and adapt to stressful situations.

Responsibilities

Perform word processing, create spreadsheets, enter and retrieve data, review information for accuracy and compliance with procedures, and generate reports and records.
Receive public inquiries and provide general program information to clients.
Use OASIS, computerized data-entry equipment, and word-processing and file-maintenance programs to enter, store, and retrieve information; establish and modify files.
Maintain directories and policy and procedure manuals by inserting revisions and clarifications from federal and state authorities.
Maintain calendars and schedule appointments.
Answer telephone calls and greet visitors; respond to inquiries and complaints, provide general information, refer callers to appropriate personnel, and route messages.
Establish and maintain tangible files and retrieve information as needed.
Prepare photocopies, sort and distribute incoming mail, and maintain office supplies and order forms for state and local forms.
Schedule maintenance and service calls for office equipment and machinery.
Plan and organize daily work, establish priorities, maintain calendars for meetings and deadlines, and meet assigned deadlines.
Maintain accuracy and quality of work, follow city safety and housekeeping standards, and keep the workplace clean and orderly.
Perform other related work as required, including shelter duty and other duties needed to support citizen safety and care during a declared city emergency.