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Monday, 26 January 2015 23:15

Office Assistant III

Class Title: OFFICE ASSISTANT III
Bargaining Unit: Support Services
Class Code: 13866
Salary: $13.69 - $21.51 Hourly
$2,372.71 - $3,727.97 Monthly
$28,472.50 - $44,735.60 Annually

Requirements:

Experience: Two years of clerical experience (Substitution: one year of the required experience may be substituted with 18 semester or 27 quarter units from a recognized college in secretarial sciences, office practices, business education, or a closely related field. OR, 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a closely related field.)

Job Description:

Under general supervision, to perform the most complex assignments; OR, in a lead capacity, to provide technical supervision and training to staff; and to do other work as required.

The Office Assistant series is used in County departments to provide clerical services. Incumbents typically type, file, sort and process materials; maintain records; process records; compose and edit reports and correspondence; gather information; provide information to the public concerning departmental or County operations; receive and record payments; operate a variety of equipment including but not limited to word processors, micro-computers, mini-computers, computer terminals, duplicating machines, calculators; and prepare and complete a variety of forms and documents.

Incumbents in this class perform the most complex assignments where work is of a highly specialized nature requiring significant expertise and performed with a great degree of independence, OR act as lead personnel for a work unit performing a variety of clerical work. This class is distinguished from that of Supervising Office Assistant I in that the incumbents of the latter class have full supervisory responsibility for a clerical unit.

Examples of Essential Duties:

  • Performs complex clerical work requiring the application of laws, policies, procedures, and specialized terminology, prepares and processes materials which require the review of complex source material and a thorough familiarity with policies, procedures, terminology and various applicable laws in order to obtain the necessary data.
  • Compiles a variety of narrative and statistical reports locating sources of information, devising forms to secure data, and determining proper format of finished report.
  • Gives information to the public or interdepartmental representatives in situations where judgment and interpretation of departmental policies and regulations are required.
  • Reviews a variety of reports, forms, and records for accuracy, completeness, and compliance with applicable ordinances; answers questions involving searching for and summarizing technical data, laws, policies or procedures.
  • Compiles a variety of narrative and statistical reports which require locating sources of information, devising forms to secure the data and determining proper format for finished reports.
  • Designs or revises office forms; sets up and maintains complex filing systems.
  • Initiates replies to routine correspondence; composes correspondence and other materials requiring the application of subject matter knowledge and discrimination in the selection of data.
  • May provide technical guidance to clerical staff; may provide training to clerical staff; may assign and review the work of clerical staff; prepares and revises written procedures.
  • Types a wide variety of complex material such as difficult statistical and budgetary tabulations, highly confidential reports and letters, priority manuscripts or contracts, and other specialized documents from rough, plain, corrected copy, or dictated material utilizing information processing equipment.
  • Develops automated files and maintains the storage of tapes and disks; develops and revises standardized formats for documents for the department; operates peripheral equipment.
  • Isolates and resolves equipment and procedural problems; performs backup of systems and maintains archived record library and reference logs; serves as technical expert on the operation of information processing equipment.

Recruiting Guidelines:

Knowledge of: The principles, methods, and equipment used in information processing; correct English usage, grammar, spelling, vocabulary, punctuation, format, and style; office procedures, including preparing correspondence and reports, filing, and operating standard office equipment.

Ability to: Understand the capabilities and applications of information processing equipment considering the requirements of the unit, use initiative and judgment in setting up formats for a variety of documents; provide guidance to and train staff; proof and correct copy into acceptable final form; store and retrieve a variety of documents and subdocuments; meet departmental production and accuracy standards; establish and maintain effective working relationships.

Experience: Two years of clerical experience, one year of the required experience may be substituted by either:

Completion of 18 semester or 27 quarter units from a recognized college in secretarial sciences, office practices, business education, or a closely related field.

OR

Completion of 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a closely related field.

Other Requirements:

Skills: Skill to type up to 40 words per minute may be required.

Tests: All candidates will be required to take a basic skills test prior to being considered for any Office Assistant III position.

Pre-Employment:

All employment offers are contingent upon successful completion of both a pre-employment physical exam, including a drug/alcohol test, and a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment).

Probationary Period:

As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head.

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