Job Description
Description Position Description • Under general supervision, to provide office support of a complex or specialized nature to various City offices; and to provide lead direction and training to a small group of office assistants or related staff. • This classification performs the more complex and difficult clerical and office support work requiring specialized knowledge and skills, and the use of a high degree of independent judgment, and/or functions as a lead worker in the Administrative Office Assistant class series. • Specialized knowledge may involve functioning as an advisor to staff on City practices or procedures. Positions at this level are typically advanced personal computer users with mastery of common and/or specialized software used in the assignment. Receives general supervision from higher level supervisory or management staff.
Skills Required Essential and other important responsibilities and duties may include, but are not limited to, the following: • Research and assemble moderately complex information from a variety of sources for the completion of forms or the preparation of reports. Perform various technical processing of forms, applications, permits, payments or procedures requiring in-depth knowledge of the department's functions. • Provide lead direction, training, and work review to a small group of office assistants or closely related classifications; sets priorities, assigns and monitors task completion to ensure coordination and completion of assigned work. Make arithmetical or routine statistical computations that may include payroll preparation. • Provide information to the public or to City staff that requires the use of judgment in the application of policies, rules or procedures. Schedule, prepare agendas, attend, take and transcribe minutes of a variety of internal and external meetings. • Perform a variety of support duties related to the work unit to assist management staff in complex clerical office activities. • Establish, organize and maintain complex departmental filing systems. • Type complex and sensitive correspondence, reports, forms and specialized documents from drafts, notes, dictated tapes, or brief instructions using a personal computer; may composer outline correspondence and brief reports. • Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations. • Enter and retrieve data from computer systems, including generating reports and advising others on routine system operations. • Attend to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up-to-date. • May act as a receptionist, receiving, screening and directing callers, and making appointments. Review reports for accuracy and makes corrections. Operate a wide variety of standard office equipment. • Marginal Functions : Performs related duties as assigned.
Experience Required MINIMUM QUALIFICATIONS: • Knowledge of : Office management practices and procedures, including filing systems management and the operation of standard office equipment. • Formats and materials for typed materials. Basic business arithmetic, including percentages and decimals. Correct English usage, including spelling, grammar, and punctuation. Policies and procedures related to the department to which assigned. Use and operation of personal computers and common computer applications. • Ability to : Provide training and lead direction to others. Organize, prioritize and coordinate work activities. Read and apply rules, policies, and procedures. • Organize, research and maintain office files. Respond tactfully and effectively with those contacted in the course of the work. Make arithmetical calculations with speed and accuracy. Compose routine correspondence from brief instructions. Use initiative and sound independent judgment within established guidelines. • Operate standard office equipment including personal computers and centralized telephone equipment. Type or perform word processing at speed necessary for successful job performance. Education Required • Two years of responsible clerical experience of which one year must have been at thejourney level; -or- One year with the City of Modesto as an Administrative Office Assistant II. Training : Equivalent to graduation from high school. Vocational or college level coursework in business administration or a related field is desirable. License or Certificate : Possession of or ability to obtain an appropriate valid California driver's license. Additional information • Work is performed in a typical temperature controlled office environment subject to typical office noise and environment. Some positions may be assigned to remote locations. Positions may require occasional overtime or weekend work and travel is rare.