Personnel Commission
CLASS TITLE: Office Assistant I/II (Alternate Class Series)
DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES
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, an 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 record keeping, attention to detail as well as skill to respond effectively and tactfully to inquiries from both employees and the general public.
ALTERNATE CLASS SERIES SPECIFICATIONS
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.
DISTINGUISHING CHARACTERISTICS
The Office Assistant I and II job classes are distinguished from the higher classification of Office Assistant III in that employees in the latter class provide highly responsible clerical/office support, and receive limited supervision. The higher class is further distinguished its use of advanced skills in communication and public relations as well as independent judgement.
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
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.
EMPLOYMENT STANDARDS
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 accurately at a rate required for successful job performance
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
TRAINING AND/OR EXPERIENCE
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