Please note: This position is for Office Assistant II only and not Office Assistant I. The recruitment is continuous and will close when we have received a total of fifty (50) applications. This is a Part-time Temporary (TPT) position.

DEFINITION

To perform a wide variety of general clerical duties related to the function and department assigned.

DISTINGUISHING CHARACTERISTICS

Office Assistant I This is the entry level class in the Office Assistant series. Positions in this class typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Office Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

Office Assistant II This is the full journey level class in the Office Assistant series and is distinguished from the I level by the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. Positions in this class are flexibly staffed and are normally filled by advancement from the I level.

SUPERVISION RECEIVED AND EXERCISED

Office Assistant I

Receives immediate supervision from management, professional, technical, or higher level clerical positions; and may receive functional or technical supervision from department staff.

Office Assistant II

Receives general supervision from management, professional, technical, or higher level clerical positions; and may receive functional or technical supervision from department staff.

May exercise functional or technical supervision over assigned clerical positions.

EXAMPLES OF ESSENTIAL FUNCTIONS

Essential functions may include, but are not limited to, the following:

Perform general clerical duties related to assigned functional area and department.

Type, proofread and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, dictaphone recordings or verbal instruction; participate in agenda preparation.

Act as a receptionist; answer the telephone and wait on the general public, giving information on department and assigned program policies and procedures.

Assist in the enrollment of participants in an assigned program.

Issue, receive, type and process various applications, permits and other forms.

Process bills for fees; record payments and send delinquent notices when necessary.

Process permits and licenses; collect and process fees and charges; register participants in city sponsored programs.

Schedule inspections and appointments as assigned.

Perform elementary plan checking duties at the counter reviewing for completeness and for conformance to building and other appropriate policies and procedures as assigned.

Perform a wide variety of routine clerical work including filing, billing, checking and recording information on records.

Sort and file documents and records, maintaining alphabetical, index, and cross reference files.

Process worker's compensation injury reports; process claims liability reports.

Compile information and data for statistical and financial reports; maintain ledger of expenses and revenue; calculate provider payments from attendance sheets.

Maintain a variety of statistical records; check and tabulate statistical data; prepare simple statistical reports.

Operate standard office equipment including computer equipment.

Receive, sort and distribute incoming and outgoing correspondence.

Purchase and/or pick up parts and supplies as assigned.

Order office supplies; submit expense claims.

Register participants for classes; make inquiries regarding residence status.

Build and maintain positive working relationships with co-workers, other city employees and the public using principles of good customer service.

Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Office Assistant I

Knowledge of:

English usage, spelling, grammar, and punctuation.

Modern office procedures, methods and computer equipment.

Ability to:

On a continuous basis, sit at a desk and/or stand at a counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.

Intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.

Learn the organization, procedures and operating details of the city department to which assigned.

Perform routine clerical work including maintenance of appropriate records and preparation of general reports.

Verify and check files and data.

Perform simple mathematical calculations.

Operate a variety of office equipment such as a calculator, computer and typewriter.

Type at a speed necessary for successful job performance.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Some clerical experience is desirable.

Training:

Equivalent to completion of the twelfth grade.

License or Certificate

May need to possess a California driver's license as required by the position.

Office Assistant II

In addition to the qualifications for the Office Assistant I:

Knowledge of:

Organization, procedures and operating details of the city department to which assigned.

Ability to:

Work independently with little supervision.

Experience and Training

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:

One year of responsible experience performing duties similar to an Office Assistant I with the city of Davis.

Training:

Equivalent to completion of the twelfth grade.

There are no benefits for this position.