TITLE: Office Assistant
CLASSIFICATION: Secretarial
DEPARTMENT: Transportation
WORK HOURS: 8.0 hours per day – 40 hours per work week
CONTRACT LENGTH: 246 days
GMCS employees: Transfer Request Form needs to be signed by supervisor and uploaded to your application.
OFFICE ASSISTANT
To perform complex clerical, secretarial and/or accounting duties; to assist and inform the public on office policies and procedures; and to maintain complex files, data and records in support of assigned office.
This is the advanced journey level class in the Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including composing correspondence, maintenance of complex records and files, and compilation of data and reports. Employees at this level are required to be fully
trained in all procedures related to assigned areas of responsibility.
Supervision Received and Exercised
Receives general supervision from assigned Director.
Essential Function Statements – Essential duties may include, but are not limited to, the following:
- Compile information and data for statistical and financial reports; maintain a variety of statistical records; check and tabulate data.
2. Enter data on a computer from various sources including accounting, statistical and related documents; input corrections and updates; verify data for accuracy and completeness; assist in the compilation of reports.
- Type, proofread and word process a variety of documents and forms including correspondence, reports, forms, memoranda, resolutions, specifications, transcripts, reports, and minutes of meetings; compose difficult correspondence as required.
- Maintain administrative records and files pertaining to department functions, accounts payable, budgeting and accounts receivable; maintain a complex filing system; perform various clerical duties in support of assigned functions.
- Perform a variety of clerical accounting duties including the processing of accounts receivable and payable, payroll, audit invoices, time records, statements and requisitions; investigate discrepancies.
- Coordinate and schedule facility reservations; coordinate and schedule meetings and appointments; schedule travel arrangements as required.
- Operate a variety of office equipment including a computer, copiers, facsimile machines, microfilm machines; input and retrieve data and text; organize and maintain dis storage and filing
- Perform inventory control for assigned division; maintain stock updates and prepare for end of year audits
- Assist in budget development and monitoring for assigned program .
- Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
- Answer the telephone and wait on the general public; provide information on departmental and District policies and procedures as required.
- Perform related duties and responsibilities as required.
Qualification Requirements:
Knowledge of:
Operations, services and activities of assigned District function
Methods and principles of data collection, retention and statistical report preparation
Basic accounting principles and practices
Basic procurement procedures
Methods and procedures of data entry
Modern office procedures, methods and computer equipment
Principles of record keeping
Pertinent Federal, State, and local laws, codes, and regulations.
Ability to:
Perform complex clerical, secretarial, and clerical accounting duties
Interpret and explain District policies and procedures
Operate office equipment including a computer
Type at a speed necessary for successful job performance
Meet schedules and time lines
Maintain records and prepare computer generated reports
Understand and follow oral and written instructions
Communicate clearly and concisely, both orally and in writing
Establish and maintain effective working relationships with those contacted in the course of work
Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities
Maintain effective audo/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of increasingly responsible general clerical experience including some clerical account experience.
Education:
Equivalent to the completion of the twelfth grade supplemented by specialized secretarial or accounting training.
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