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Bellevue, WA - Office Assistant

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City of Bellevue: Office Assistant

JOB TITLE:

Office Assistant

JOB FAMILY:

Administrative

JOB TITLE CODE:

  

EEO CODE:

Office/Clerical

DEPARTMENT(S):

Multiple

WAGE SCHEDULE:

G

FLSA STATUS:

Non-Exempt

EFFECTIVE DATE:

January 1, 2001

JOB SUMMARY

Work may be predominantly general office, secretarial, entry level transaction processing, or any combination thereof. Job duties are of moderate scope and complexity, and knowledge of office practices and PC operation is required at entry. Incumbents are proficient in many standard work routines but continue to learn others. Some positions may include customer service responsibilities.

Secretarial responsibilities, if any, involve relieving a supervisor(s) of general administrative detail. Processing activities, if any, typically involve collecting, reviewing, checking, entering, correcting, editing, coordinating, tracking, reporting and/or monitoring data, actions or operations. Processing involves multiple related steps, with the final result being the same at the end of each sequence. Sequence of activities may vary but only within prescribed guidelines.

Positions that are primarily engaged in accounting support work are not eligible for appointment to this job class.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs duties and responsibilities commensurate with assigned functional area within a City department which may include, but are not limited to, any combination of the following tasks:

  • Processes transactions involving multiple steps such as document review, computation or verification of data, fees or payments, completion of forms, documents or records, research to resolve questions and problems encountered within scope of authority.
  • Operates a PC to view, enter, edit, format, revise, print, assemble and distribute written materials such as forms, correspondence, manuals, contracts, agreements, articles, invoices, charts, matrices, reports, schedules and other of similar complexity.
  • Enters, updates and retrieves data from existing spreadsheet models, database files and/or other automated/manual sources.
  • Maintains contact with external agencies to exchange information; determines need and requests forms and other materials from public and/or private entities for documentation purposes.
  • Establishes, maintains and updates files, records, accounts and other information as needed to support and document office activities.
  • Composes/develops moderately complex materials referencing templates or other models prescribing content or format; prepares response to routine inquiries.
  • Explains internal procedures to interested parties.
  • May perform incidental secretarial tasks such as scheduling supervisor's appointments; maintaining calendar; screening calls/visitors; preparing expense forms; coordinating arrangements for meetings and conferences; preparing and assembling presentation materials; may attend meetings and take/distribute minutes.
  • Types, assembles and distributes written materials such as forms, correspondence, invoices, reports and schedules in accordance with established procedures.
  • May perform a variety of clerical functions as needed to accomplish work routines as follows:

      • Filing,
      Posting and or logging information to manual or automated records,
      Processing mail,
      ordering supplies;
      collating and assembling documents;
      photocopying/faxing documents.

SUPERVISION RECEIVED AND EXERCISED

Works under close supervision, however, performs recurring job duties independently. Some opportunity to vary work steps and in deciding appropriate procedures, guidelines and methods to apply exists. Supervised less closely during execution, but end results are still reviewed. Has prior related work experience, but is broadening knowledge base while gaining full understanding of associated policies and procedures. Incumbents prioritize their won work, mange their time effectively and respond to most questions independently.

No formal supervisory responsibilities.

EDUCATION AND EXPERIENCE REQUIREMENTS

High school diploma or equivalent combination of education and experience. Two years of progressively responsible related office support or secretarial work experience is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

This position is found in multiple departments and may require any combination of the following knowledge, skills and abilities.

Office Machines & Technology:

Operates some or all of the following office machines/equipment:

  • PC/printer
  • Application software: Windows `95, Microsoft Office, Excel, Word, PowerPoint, etc.
  • Computer terminal
  • Adding machine/calculator
  • Photocopier
  • Fax machine
  • Data scanner

Scope, Complexity and Judgment

Some familiarity with the terminology and operations of the assigned function is helpful. Emphasis is on short-term, quick turnaround activities.

Work involves multiple related steps or processes that, although they are usually prescribed, vary in nature and sequence. Selects appropriate action/response from a variety of options.

Interprets varied but relatively clear guidelines, and applies to specific situations. Proper course of action is usually apparent. Limited opportunity to determine the approach or action to take in non-routine situations.

Decision Making

Makes decisions on what needs to be done based on clearly established guidelines, but which need to be adapted for varying situations. The supervisor provides guidance as to selection of proper procedures to follow and assures that the work is accurate and in compliance with instructions and established procedures.

Knowledge

  • General office practices
  • Operation and care of standard office equipment, including PC or computer terminal
  • Software applications as required by specific job duties,
  • Basic business arithmetic, such as fractions, percentages and decimals.
  • Business English.
  • Procedures/forms relating to the activities of the assigned work unit.

Abilities

  • Read/write sufficient to file, proof and edit routine office correspondence, reports and forms.
  • Perform arithmetic calculations (addition, subtraction, multiplication, division).
  • Establish and maintain effective working relationships as required by specific job duties.
  • Apply moderately complex oral or written instructions/guidelines to varied situations.
  • Act independently and know when to refer situations to higher level authority.
  • Maintain confidentiality of working information.
  • Apply existing procedures to similar situations.
  • Demonstrate PC proficiency sufficient to effectively perform job duties.
  • Understand and apply the functionality associated with application software to perform job duties.

PHYSICAL DEMANDS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.