Office Assistant I/II (TEMP)

County of San Benito; California (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

County of San Benito is seeking an Office Assistant I to perform a variety of office, administrative, and general support tasks under general supervision. You will greet visitors, answer telephones, and refer callers to appropriate staff, while supporting mail handling and records maintenance.

This entry-level position emphasizes basic data entry, document typing, and use of department software. A start toward developing administrative skills and knowledge of policies is expected.

Qualifications

• Basic office procedures and practices.
• Familiarity with data entry and filing.
• Ability to use office software and equipment.

Responsibilities

• Greet visitors and answer the phone, provide information, and refer callers to appropriate staff.
• Process and route mail and maintain records and files.
• Type and proofread documents; assist with reports and publications.
• Support daily administrative tasks and data entry.
• Operate office equipment and use department software.

Skills

Reception

Data entry

Records management

Customer service

Computer literacy

Education

High school diploma or equivalent

Tools

Microsoft Office

Word processing

Job description

Under general supervision, to perform a variety of office, administrative, and general support work for an assigned County department or work unit; to greet office visitors and answer the telephone, providing information and referring visitors/callers to others; to operate and use computers and office equipment; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

I: This is the entry, training, and first working level in the Office Assistant class series. Incumbents learn, assist with, and perform a variety of office, administrative, and general support work. This class is distinguished from Office Assistant II in that incumbents perform a lesser scope of assignments under closer supervision. When an incumbent has demonstrated sound work habits and sufficient skills, they may be promoted to the next higher level of Office Assistant II.

II: This is the second working level in the Office Assistant class series. Incumbents have responsibility for performing a variety of office, administrative, and general support work which requires previous background and experience. This class is distinguished from Office Assistant I in that incumbents perform a greater scope of assignments requiring more in-depth knowledge of County/department/unit functions, procedures, and policies. It is distinguished from Office Assistant III in that Office Assistant III incumbents perform more specialized and complex work and may have day-to-day responsibility for an assigned work area. Also, incumbents in the Office Assistant III class may provide lead direction and work coordination for other staff.

REPORTS TO

A variety of County supervisory or management positions, depending upon the department or program area where assigned.

CLASSIFICATIONS SUPERVISED

This is not a supervisory class.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES (The following is used as a partial description and is not restrictive as to duties required.)

I

• Performs a variety of office, administrative, and general support assignments
• Gathers, assembles, organizes, and tabulates data and information Serves as an office receptionist greeting office visitors and answering the telephone, providing information and making referrals to other staff; receives, sorts, and distributes mail
• Maintains and updates records and information retrieval systems records and logs invoices, claims, and other documents
• Types/word processes and proofreads a variety of documents and material
• May work on special reports, projects, and publications
• May assist with maintaining family support and/or public assistance records
• May update and maintain computerized records and generate reports May use spreadsheets and other special computer software
• Operates office equipment.

II

• Performs a variety of office, administrative, and general support assignments
• Gathers, assembles, organizes, and tabulates data and information serves as an office receptionist greeting office visitors and answering the telephone, providing information and making referrals to other staff
• Receives, sorts, and distributes mail
• Maintains and updates records and information retrieval systems Records and logs invoices, claims, and other documents
• Types/word processes and proofreads a variety of documents and material
• May work on special reports, projects, and publications
• May assist with maintaining family support and/or public assistance records
• May update and maintain computerized records and generate reports May use spreadsheets and other special computer software
• Operates office equipment.

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

I: Some training in office skills is desirable.

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

One year of previous administrative, office, and general support work experience comparable to that of an Office Assistant I with San Benito County.

Knowledge of

I: Correct English usage, spelling, grammar, and punctuation. Basic mathematics.

II: Policies and procedures of the Department and unit where assigned. Good public relations techniques. Maintenance of files and information retrieval systems. Computers and software used in office and administrative support work. Modern office methods and procedures. Correct English usage, spelling, grammar, and punctuation. Basic mathematics.

Ability to:

I

• Learn and perform a variety of administrative, office, and general support work with minimal guidance and supervision.
• Read, interpret, and apply policies, procedures, and regulations.
• Follow oral and written directions.
• Type or use word processing software at an acceptable speed to meet production requirements.
• Gather and organize data and information.
• Maintain and update records and reports.
• Learn to operate a computer and use department software in the performance of assigned work.
• Operate and use office equipment.
• Deal tactfully and courteously with the public and other staff when explaining the functions and policies of the work area where assigned.
• Establish and maintain cooperative working relationships.

II

• Perform a variety of administrative, office, and general support work with minimal guidance and supervision.
• Read, interpret, and apply policies, procedures, and regulations.
• Follow oral and written directions.
• Type or use word processing software at an acceptable speed to meet production requirements.
• Gather and organize data and information.
• Maintain and update records and reports.
• Operate a computer and use department software in the performance of assigned work.
• Operate and use office equipment.
• Deal tactfully and courteously with the public and other staff when explaining the functions and policies of the work area where assigned.
• Establish and maintain cooperative working relationships.

Special Requirements

None

Selection Process

All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list.

In accordance with California Government Code section 3100, et., seq., all County of San Benito employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.