What are the responsibilities and job description for the Office Assistant position at DC Career Site?
The purpose of this classification is to provide routine clerical support for an assigned division or department. Work is of a routine nature and does not require prior knowledge of departmental operations.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Serves as the receptionist or first point of contact for the public; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; and initiates and returns calls as necessary.
Provides clerical support for an assigned department/division; and processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; and researches problems/complaints and initiates problem resolution.
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files, maintains, and stores hardcopy records.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
Receives moneys in payment of various fees/services; records transactions and issues receipts; and balances revenues and forwards revenues as appropriate.
Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; and replenishes paper supply in fax machine as needed.
Types/sends e-mail messages; and screens incoming e-mail messages.
Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; and processes bulk mailing projects.
Copies and distributes forms, reports, correspondence, and other documentation.
Files documents for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; and retrieves/replaces files.
Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; and initiates requests/orders for new or replacement supplies.
Conducts routine research of department files, court/legal records, database records, hardcopy materials, internet sites, or other sources as needed.
Types, prepares, or completes various forms, reports, correspondence, lists, receipts, work orders, or other documents.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; and utilizes word processing, spreadsheet, database, case management, calendar, internet, e-mail, or other programs.
Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; and coordinates service/repair activities as needed.
Minimum Requirements:
High school diploma or GED required; experience in clerical or customer service work preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Assessment Requirement: Applicants for this position are required to successfully complete a skills assessment. Candidates who do not successfully pass the assessment will not advance to the next phase of the recruitment process.
TOTAL TIME: 41 minutes