Senior Office Assistant

GENERAL PURPOSE
Under general supervision, performs a wide variety of routine-to-difficult and specialized clerical support functions in support of the assigned department, including receptionist, word processing, records management and data entry duties; provides general information and assistance to the public; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS
Incumbents in this class perform a wide range of office clerical duties of varying levels of difficulty. Work assigned to a Senior Office Assistant requires extensive knowledge of the functions applicable to an area of assignment and the ability to solve difficult problems.

A Senior Office Assistant is distinguished from an Office Assistant in that incumbents in the former class perform more difficult and specialized clerical and office support functions, requiring greater familiarity with City functions, policies and procedures and the use of judgment and knowledge gained through experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Performs receptionist duties at a City facility or department, greeting and referring visitors and customers and operating a multi-line telephone; receives, screens and refers visitors or telephone calls; assists customers at a public counter and/or by telephone; provides general information; responds to routine-to-difficult inquiries, requests or complaints from customers and the public; refers complex inquiries, requests or complaints to appropriate staff; mails requested materials and documents
• From rough notes, drafts, dictation or detailed oral instructions, types, formats, edits, revises, proofreads and prints reports, correspondence, certifications, notices, memoranda, agendas and other documents ranging from routine to complex in difficulty; as directed, researches, compiles, tabulates and verifies data and information for reports and other documents
• Creates and maintains computer databases of records and lists; operates a computer and performs data entry in accordance with standard procedures and computer system requirements; verifies the accuracy of input data; performs searches and retrievals of computer files and databases; updates computer records; generates reports and documents
• Maintains a variety of standard office and specialized records, manuals and files; organizes, maintains and updates manual logs, files and manuals; sorts, codes, cross-references, duplicates and files a wide variety of City records and documents; pulls files upon request; makes new file folders; retrieves, duplicates and distributes copies of records; creates and maintains chronological files; maintains up-to-date file listings, indexes and cross-references
• Picks up, sorts, copies and distributes incoming mail; opens, logs and routes office mail; stuffs, sorts and prepares outgoing mail for pickup; retrieves, delivers and sends faxes
• Schedules assigned appointments, meetings or candidate interviews; coordinates arrangements and, as necessary, sets up meeting rooms; notifies participants; as appropriate, assembles meeting materials; may coordinate routine travel arrangements for designated staff
• Assists in preparation for council or committee meetings; assembles and distributes agenda packets; within mandated timeframes, posts legal notices; mails or faxes meeting notices and agendas to parties designated by manager and City notification policies and procedures; sets up council chambers or meeting room
• Types and processes routine check requests, invoices or purchase orders; processes petty cash requests and maintains petty cash funds
• Orders office and other related supplies for designated areas within the department
• Collects, counts and balances fees or monies for payment; issues receipts and deposits monies; maintains records of payments
• In accordance with City codes and ordinances and department procedures and practices, reviews and processes designated permits and other documentation (e.g., motor vehicle registration for sold vehicles or potential claims); issues permits; maintains and updates applicable records and schedules and generates reports; distributes information to appropriate sources
• Copies, compiles and distributes documents and materials
• May serve as a notary public for department and public
• May monitor two-way radio; dispatches department personnel to sites; responds to incoming radio calls
• Organizes, set priorities and exercises sound independent judgment within areas of responsibility
• Communicates clearly and effectively orally and in writing; understand and follow written and oral instructions
• Exercises tact, discretion and courtesy in dealing with customers; establishes and maintains effective working relationships with City managers, employees and others encountered in the course of work

REQUIRED QUALIFICATIONS
High school or G.E.D. equivalent; and two years of office administrative or secretarial experience; or an equivalent combination of training and experience. Type accurately at a speed necessary to meet the requirements of the position. Proficient in word processing, spreadsheet and general computer skills
DESIRED QUALIFICATIONS
Knowledge of office administration practices and procedures; correct English usage, including spelling, grammar and punctuation; recordkeeping and filing practices and procedures; basic bookkeeping practices and procedures. One year customer service experience.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, employees are regularly required to sit, walk and stand; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 10 pounds. Employees are occasionally required to stoop, bend and kneel. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data and information; analyze and solve routine problems; observe and interpret situations; perform basic arithmetic calculations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks with constant interruptions; work under intensive deadlines; and interact with City managers, employees, customers, the public and others encountered in the course of work, some of whom may be dissatisfied or abusive.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

An employee works under typical office conditions; the noise level is usually quiet.

FLSA Status: Non-Exempt

Revised: 04/06

 

DURING THE SELECTION PROCESS, ANY APPLICANT REQUIRING ACCOMMODATION FOR A DISABILITY SHOULD ADVISE THE HUMAN  RESOURCES DEPARTMENT. Employment Hotline (Voice Only): 623-773-7105 Human Resources (Voice/TDD): 623-773-7100 EOE M/F/D/V AN EQUAL OPPORTUNITY EMPLOYER OPORTUNIDAD DE EMPLEO CON DERECHOS IGUALES 8401 West Monroe St, Suite 110 - Peoria Arizona 85345 - (623) 773-7100 - Fax (623) 773-7149

This Page was last updated on 11/07/06
© City of Peoria, Arizona.  All Rights Reserved.