SANTA CLARA COUNTY OFFICE OF EDUCATION
Personnel Commission

CLASS SERIES TITLES:

Office Assistant I/II
Office Assistant I/II - Restricted

Performs a variety of routine clerical office functions in support of day-to-day clerical/office or department work units of the Santa Clara County Office of Education. Employees in this alternate class series receive direct to general supervision with a framework of standard policies and procedures.

Office Assistant I: This job class performs entry level clerical/office including typing, filing, data entry and record-keeping. This job class requires accuracy and attention to detail as well as routine clerical/office skills.

Office Assistant II: This job class performs a wide variety of responsible clerical/office and operational support functions. This job class requires adherence to daily timelines, accurate data entry and record keeping, attention to detail as well as skill to respond effectively and tactfully to inquiries from both employees and the general public.

This alternate class series consists of Office Assistant I and Office Assistant II. Employees may be hired in either level depending on their level of knowledge, abilities, and skills. Employees initially hired in the Office Assistant I (entry-level) classification are expected to be reassigned to Office Assistant II (journey level) upon a period of one year.

TYPICAL DUTIES (Duties may apply to Office Assistant I/II classifications in varying degrees of importance, frequency, or prioritization.)

• Receives, opens, date-stamps, sorts, and distributes incoming and outgoing mail

• Prepares and maintains records, logs, and filing systems pertaining to area(s) of responsibility

• Checks, verifies, and files a variety of materials including papers, invoices, forms and documents into appropriate file systems

• Maintains and revises alphabetical, numerical, index, and /or cross reference files

• Compiles, proofs, assembles and organizes a variety of data/information related to assigned the County Office program, department, or work unit

• Types/keyboards materials such as letters, reports, correspondence, labels, requisitions, and forms from copy, drafts, tapes, or handwritten notes

• Inputs, edits and maintains data for specified data base or information system

• Acts as work-unit or department receptionist providing information to or greeting department staff, office employees, and/or the general public regarding departmental procedures, policies, services, programs, and activities

• Answers telephones; takes messages, and/or refers caller to appropriate sources

• Responds to all levels of staff and the general public; provides information and assistance whenever possible.

• Arranges meetings; notifies participants; confirms dates and times; reserves meeting sites, and prepares materials needed at the meetings

• Orders forms, materials, supplies, and equipment upon approval

• Maintains records of purchase orders; invoices and expenses to date, and inventories and logs same as they arrive

• Receives, reviews, and verifies documents, records and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures

• Oversees the work of student assistants as assigned

• Assists in the development of forms and record-keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs within assigned unit

• Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, microfiche/microfilm reader/printer, and other related peripheral equipment

• May use word-processing, database, and spreadsheet software application programs in the course of assigned duties

• Performs related duties as required.

Knowledge of:

• Office principles, practices, and methods

• Filing systems including numerical, alphabetical, and chronological

• Proper telephone techniques and etiquette

• Proper English usage, grammar, punctuation, spelling, and vocabulary

Ability to:

• Learn a variety of procedures, policies, and services of the assigned work unit or program

• Perform clerical/office duties with speed and accuracy

• Understand and carry out a variety of oral and written instructions

• Establish and maintain a variety of records and filing systems

• Prepare routine correspondence, requisitions, and forms

• Write clear and concise messages

• Learn to effectively operate a variety of standard office equipment including, but not limited to, a microcomputer, typewriter, calculator, fax machine, copier, and printer

• Communicate effectively and tactfully in both oral and written form

• Keyboard/type at a corrected rate of 25 words per minute

• Establish and maintain effective work relationships with those contacted in the performance of required duties

May require:

Some positions may require the ability to speak, read, and/or write in another language other than English as designated by the County Office of Education.

 

Office Assistant I: Generally, the required knowledge, abilities, and skills would have been acquired through completion of filing, office practices, and other clerical office courses.

Office Assistant II: Generally, the required knowledge, abilities, and skills would have been acquired through at least one year of clerical/office, receptionist, or public relations experience.

 
Bargaining Unit: Office, Technical, and Business Services (OTBS) Unit
Personnel Commission Approval: July 5, 2000

Revised: May 22, 2003 (Added Restricted Title Change); April 28, 2005