Office Assistant I/II- Business License

The Office Assistant I,II performs a wide variety of general clerical duties related to filing, reception, form processing, record maintenance, mail, typing and data entry; obtains and compares information for an assigned department.

DISTINGUISHING CHARACTERISTICS:

Office Assistant I

This is the entry-level classification in the Office Assistant series. Positions in this classification typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Office Assistant I classification is distinguished from the II level by the performance than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of the assigned area of responsibility are learned. 

Office Assistant II

This is the journey-level classification in the Office Assistant series and is distinguished from the I level by the ability to perform the full range of duties assigned with only occasional instruction or assistance when unusual or unique situations arise. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Office Assistant I, or if filled from the outside, require prior related experience.

Essential and other important responsibilities and functions may include, but are not limited to, the following:

• Perform general clerical duties related to the assigned functional area and department.
• Type, proofread and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, recordings, oral, or electronic instruction.
• Answer the telephone and respond to questions from the general public, giving information on the policies and procedures of the department and the Business License and Business Permit Processes.
• Assist business owners through the Business License and Business Permit processes.
• Issue, receive, type, and process various applications, permits, and other forms; coordinate with consultants as needed to accomplish department tasks. 
• Process bills for fees; record payments and send delinquent notices in accordance with department policy. 
• Process permits and licenses; collect and process fees and charges.
• Assist with arrangements for special events and set-up for meetings.
• Schedule inspections and appointments, as assigned.
• Perform a wide variety of routine clerical work, including filing, copying, scanning, billing, data entry, and checking and recording information on records.
• Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
• Maintain a variety of statistical records; check and tabulate statistical data; and prepare simple statistical reports.
• Perform a variety of Administrative and program management tasks in accordance with department programs and services; Track and organize transactions.  
• Maintain assigned records; create reports.
• Assist with financial processing.
• Open, sort, and distribute mail; operate a postage meter, log postage costs, and ensure the mail is picked up; and arrange for priority mail service.
• Order office supplies; and submit expense claims.
• Perform related duties, as assigned. 

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: 

Office Assistant I:

Education: 

High school diploma, G.E.D. or equivalent

Experience:

No experience is required.

Office Assistant II: 

Education:

High school diploma, G.E.D. or equivalent

Experience: 

One year of experience performing duties similar to that of an Office Assistant I with the City of Palmdale. 

Knowledge of:

Office Assistant I:

• English usage, spelling, grammar, and punctuation.
• Standard office methods, equipment, and software applications.

Office Assistant II:

In addition to the requirements for Office Assistant I: 

Ability to:

Office Assistant I:

• Perform routine clerical work including filing, proofreading, and data entry.
• Verify and check files and data.
• Communicate clearly and concisely, both orally and in writing.
• Perform simple mathematical calculations.
• Enter data and type at an acceptable rate. 
• Operate a variety of office equipment such as calculators, facsimile machines, and copiers.
• Use computer software programs including word processing, spreadsheet, and database applications.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of excellent customer service.

Office Assistant II:

In addition to the requirements for Office Assistant I: 

• Perform the full range of duties of an Office Assistant, with only occasional instruction. 
• Operate a personal computer with proficiency and familiarity in order to produce technical reports, charts, spreadsheets, and other documents; and maintain databases and records. 

WORKING CONDITIONS: 

Physical Demands:

Mobility: frequent use of a keyboard; frequent standing, walking, and sitting for long periods of time; occasional climbing, bending and squatting.   

Lifting:  frequently up to 10 pounds; occasionally up to 40 pounds.   

Vision:  constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.  

Dexterity:  frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.  

Hearing/Talking:  frequent hearing and talking, in person and on the phone.  

Emotional/Psychological:  frequent routine decision-making and concentrating; frequent public and/or coworker contact; occasional working alone.   

Environmental:  frequent exposure to noise. 

WORK ENVIRONMENT:

Work is performed in a typical temperature-controlled office environment, subject to typical office noise.