Office Assistant III

GENERAL PURPOSE

Under general supervision, performs specialized administrative, secretarial and clerical work in support of assigned department or office; types and proofreads documents and correspondence; performs a variety of administrative, research and financial support functions; provides information and assistance to the public regarding departmental policies and procedures; and performs other related duties.

SUPERVISION RECEIVED/EXERCISED

Works under the close supervision of the departmental supervisor or other management personnel; does not exercise supervisory responsibility.

DISTINGUISHING CHARACTERISTICS:

This is the journey level in the Office Assistant job series. This class may be distinguished from the entry-level (Office Assistant I) by the greater complexity and difficulty of work performed. Work is performed under close supervision.

PRIMARY DUTIES AND RESPONSIBILITIES

The following essential functions are those that are critical, integral, necessary, crucial, primary and fundamental to the job. Incumbents who possess the requisite skill, experience, education, and other job-related requirements of a position are expected to perform the essential functions of the job with or without a reasonable accommodation.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Prepares, types, and proofreads a variety of documents including general correspondence, agendas, minutes, public hearing notices, affidavits, reports, memoranda, and statistical charts from rough draft or verbal instruction.
• Prepares invoices for payment; resolves billing problems; updates and distributes bid specification packages and maintains contract files.
• Records and monitors revenue and expenditures; prepares and tracks purchase requisitions for payment to vendors. Processes partial payment of special check requests.
• Maintains payroll information; processes time cards; records absence requests, vacation and overtime; tracks employee work schedules; updates personnel records; types employee evaluations; assists in orienting new employees to division practices and procedures.
• Responds to requests for information via mail, phone or in-person; gathers appropriate forms and documents, searches for and copies documents from archived records and forwards to requestor; opens, time stamps and distributes mail.
• Conducts a variety of general office duties including processing departmental mail, ordering office supplies; processes and coordinates travel arrangements and reimbursements.
• Maintains forms, records, reports, correspondence files, and related information in a systematic manner.
• Maintains inventory of supplies and prepares a list of supplies to be ordered.
• Researches, copies, distributes and files paperwork such as meeting minutes, contracts, performance review forms, timesheets, and general correspondence.
• Assists with special projects or events; may coordinate or oversee special programs or services.
• Maintains and enforces all aspects of security and confidentiality of records and information.
• Performs other duties as assigned or required.

MINIMUM QUALIFICATIONS

MINIMUM QUALIFICATIONS:
Education and Experience:
Possession of a High School diploma, G.E.D. or equivalent, AND three (3) years of clerical or office experience at the level of Office Assistant I ; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

• None.

• City and departmental organization, operations, policies and procedures.
• City Code, City Ordinances, and Standard Operating Manual.
• Standard office principles and procedures.
• Capabilities and functions of word processing applications software.
• Basic math principles.
• Principles of business English, grammar and punctuation.
• Telephone etiquette and customer service protocol.

• Using general office equipment such as telephones multi-line telephone system, fax, duplicating machines, copiers, and computers.
• Recording and retrieving general information.
• Following oral and written instructions.
• Operating a personal computer utilizing a variety of business software.
• Performing mathematical calculations with speed and accuracy.
• Entering data and numerical information into a computer system with speed and accuracy.
• Correcting and updating financial information systems.
• Communicating effectively with others both orally and in writing.
• Dealing effectively with the general public.
• Establishing and maintaining effective working relationships with those contacted in the course of work.

• Work is performed indoors in an office setting.
• Work requires frequent light lifting and carrying.
• Moderate finger dexterity and near vision is required.
• May be exposed to minor amounts of dust.