Office Assistant

DeKalb County; Decatur (GA); On-site; USD 32,000 - 42,000; Full time

Job summary

DeKalb County is seeking a routine clerical support specialist to serve as the front line for the public and handle a variety of clerical tasks. The role includes greeting visitors, answering calls, processing documents, and providing information on department services.

The position involves data entry, records management, mail handling, and basic office equipment maintenance. High school diploma or GED is required, with prior clerical or customer service experience preferred.

Qualifications

• High school diploma or GED is required.
• Prior clerical or customer service experience preferred.
• Ability to greet visitors and answer calls clearly and professionally.

Responsibilities

• Serves as the receptionist or first point of contact for the public; answers telephone calls and greets visitors; directs callers/visitors to appropriate personnel and records/relays messages.
• Provides clerical support for an assigned department/division and processes documentation within designated timeframes.
• Performs customer service functions; provides information regarding department services, procedures, fees, or issues; responds to routine questions or complaints.
• Processes documentation; enters data into computer systems; logs, tracks, or maintains records; compiles data for reports.
• Performs data entry; scans documents; verifies accuracy and makes corrections; develops databases and reports.
• Receives moneys, records transactions, issues receipts, balances revenues.
• Operates fax machine to send/receive documents and distributes incoming faxes.
• Types/sends e-mail messages; screens incoming emails.
• Processes mail; signs for packages; routes mail and processes postage.
• Copies/distributes forms, reports, and other documents.
• Files documents and maintains organized records.
• Monitors inventory of department supplies; initiates orders for replacements.
• Conducts routine research of files and records as needed.

Skills

Receptionist duties

Customer service

Data entry

Document management

Education

High school diploma or GED

Tools

Fax machine

Email

MS Office

Job description

The purpose of this classification is to provide routine clerical support for an assigned division or department. Work is of a routine nature and does not require prior knowledge of departmental operations.

Essential Functions:

• Serves as the receptionist or first point of contact for the public; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; and initiates and returns calls as necessary.
• Provides clerical support for an assigned department/division; and processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; and researches problems/complaints and initiates problem resolution.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files, maintains, and stores hardcopy records.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
• Receives moneys in payment of various fees/services; records transactions and issues receipts; and balances revenues and forwards revenues as appropriate.
• Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; and replenishes paper supply in fax machine as needed.
• Types/sends e-mail messages; and screens incoming e-mail messages.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; and processes bulk mailing projects.
• Copies and distributes forms, reports, correspondence, and other documentation.
• Files documents for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; and retrieves/replaces files.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; and initiates requests/orders for new or replacement supplies.
• Conducts routine research of department files, court/legal records, database records, hardcopy materials, internet sites, or other sources as needed.
• Types, prepares, or completes various forms, reports, correspondence, lists, receipts, work orders, or other documents.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; and utilizes word processing, spreadsheet, database, case management, calendar, internet, e-mail, or other programs.
• Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; and coordinates service/repair activities as needed.

Minimum Requirements:

High school diploma or GED required; experience in clerical or customer service work preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Assessment Requirement:

Applicants for this position are required to successfully complete a skills assessment. Candidates who do not successfully pass the assessment will not advance to the next phase of the recruitment process.

TOTAL TIME:

41 minutes