Job Summary

Under general supervision, the Senior Office Assistant provides customer service to visitors and 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.

Job Responsibilities

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative 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 and directs visitors to appropriate locations or staff; responds to customer concerns and requests for information; assists customers with filling out forms and other paperwork; verifies and reviews forms for completeness and conformance with established regulations and procedures; may collect application fees for some paperwork.

Composes, types, 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.

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.

May assist with training, supervising, and delegating tasks to Office Assistants. May serve as backup to other clerical staff.

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.

Money handling practices and procedures.

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 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.

• Scott County Employment Benefits