Office Assistant-Seasonal

DISTINGUISHING FEATURES OF THE CLASS

The Office Assistant- Seasonal is a temporary (seasonal) position and is responsible for performing varied clerical and secretarial tasks of average difficulty, which require the application of judgment based on knowledge of office procedures and on-the-job experience. Advice is given to an Office Assistant on unusually difficult or important matters and work is evaluated based upon results.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

• Greets, provides information to, makes referrals, and answers customer complaints.
• Collects work related information, reports, and other material and assembles this data into file folders.
• Purges office files and prepares material for permanent storage.
• Operates office equipment needed to perform clerical assignments.
• Files office material and retrieves file folders for use by staff as requested.
• Types office reports and correspondence.
• Prepares meeting packages.
• Schedules meetings.
• Makes travel arrangements.
• Transmits instructions from supervisor.
• May transcribe documents and correspondence.
• Observes safety regulations and communicates potential safety hazards.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Performs other duties as assigned.
• Regular, reliable, and non-disruptive attendance is an essential function of this position, as is the ability to create and maintain professional, harmonious working relationships with others.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon assignment.

SUPERVISION RECEIVED & EXERCISED

• Supervision is received from a higher-level office and administrative employee, supervisor, or department head.
• This position has no supervisory responsibilities.

QUALIFICATION GUIDELINES

Knowledge of:

• Business arithmetic.
• Modern office practices, procedures, and equipment.

Ability to:

• Operate standard office equipment such as keyboard devices, calculators, and related office equipment.
• Understand and follow oral and written instructions in the English language.
• Communicate orally with customers, clients, or public using a telephone and in a face-to-face, one-to-one setting.
• Perform alphabetical and numerical filing.
• Enter data or information into a terminal, PC or other keyboard device.
• Work cooperatively with other employees and the public.

Education & Experience:

• High School Diploma or equivalent; or three to six (3-6) months of related experience and/or training; or equivalent combination of education and experience.

Licenses, Certificates & Registrations:

• None required.

PHYSICAL REQUIREMENTS

The employee is regularly required to sit; use hands and fingers, handle and feel; reach with hands and arms; lift arms and reach above shoulder height to retrieve or place files or books; and bend or stoop to retrieve or place file or books. The employee must occasionally lift and /or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORKING CONDITIONS

The noise level in the work environment is usually moderate.

SAFETY SENSITIVITY

This position is not classified as a safety-sensitive position.