Job Summary
Under general supervision, the Senior Office Assistant performs a wide variety of clerical duties to support departmental or divisional operations to include filing, preparing records and monthly reports, creating program files, and preparing and processing invoices. This position will support the Information Technology Department.
Starting July 1, 2024 this position will earn $20.02/hr.
Job Responsibilities
ESSENTIAL FUNCTIONS--Essential functions, as defined under the Americans with Disabilities Act, may include any of the followingrepresentative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
- Maintains accurate and detailed records and filing systems, verifies accuracy of information, researches discrepancies, and records information.
- Prepares, scans, copies, and distributes a variety of files and documents; ensures proper filing of documents in departmental or central files.
- Answers, screens, and redirects incoming calls; assists with billing questions.
- Composes, word processes, formats, and proofreads a wide variety of routine and complex reports, letters, forms, and other documents; checks for proper punctuation, spelling, and grammar.
- Receives, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
- Compiles information and data for administrative, statistical, financial reports and invoices; prepares and assembles reports, program packets, manuals, articles, announcements, and other informational materials.
- Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, program files, and report summaries; retrieves information from systems and specialized databases as required; purges drops files as required.
- Maintains calendars and prepares meeting arrangements; organizes necessary set-up and materials to be available at meetings.
- Compiles all contract information to support departmental operations including reporting for budget preparation and contract renewal.
- Monitors and orders office and other supplies; assists in preparing, processing, and tracking purchase requisitions; receives and processes vendor invoices and purchasing card invoices.
- Attends and participates in a variety of meetings and trainings.
- Demonstrates the ability to exemplify, by his/her actions, the County PRIDE philosophy.
- Performs related duties as assigned.
Standards for Initial Consideration
Education, Training, and Experience Guidelines
High school diploma or GED equivalent; AND two (2) years of progressively responsible clerical experience; OR an equivalent combination of education, training, and experience.
Knowledge of:
- General office policies, procedures, and equipment.
- Customer service principles, practices, and etiquette.
- Records maintenance and retention practices and procedures.
- Time management methods.
Skill in:
- Typing and entering data with speed and accuracy.
- Using a multi-line phone system.
- Preparing clear and concise reports.
- Maintaining accurate records and documentation.
- Maintaining and handling confidential and sensitive information.
- Organizing and completing multiple tasks simultaneously to meet deadlines.
- Operating a computer including standard business software and some specialized software.
- Interacting tactfully and professionally with County staff, outside agencies, and the public.
- Establishing and maintaining cooperative working relationships.
- Communicating effectively verbally and in writing.
- Working effectively both independently and as part of a team.
Supplemental Information
LICENSE AND CERTIFICATION REQUIREMENTS
None
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment
Benefits
The following is a summary of benefits provided to non-union County employees. Benefits for employees covered under a collective bargaining agreement may vary somewhat depending on specific contract provisions.
