Office Assistant - (US-CA-El Centro - 92244)

Minimum Education: None
Job Type: Full Time
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Responsibilities and Requirements : The incumbent has no supervisory responsibility. SUPERVISION RECEIVED: The RAO Manager (Accounting Administrator II) supervises the incumbent. 50% Utilizes personal computer to: prepare pre-listing of all incoming checks received through the mail or courier; log and retain electronic copies of all transfers of funds to institutions for all checks sent out through the courier service; maintain data logs for all checks sent through outgoing mail; and maintain data logs of incoming Travel Expense Claims, Travel Advances, and Revolving Fund Check Requests. Utilizes CALSTARS for data entry and inquiry. 25% Receives all mail via the post office and the courier bags. Places date-stamps on all incoming documents. Sorts and distributes mail daily to staff. Gathers all outgoing mail daily. Maintains mailroom office machines including monitoring the postage meter for sufficient postage. Resolves problems with the courier service and/or institutions related to courier pick-up or delivery. 10% Maintains the RAO microfiche files and ensures all ordered reports are received and legible. Maintains the file of RAO cashed checks. Provides assistance to other areas of the RAO as needed. Examples of such assistance might include but is not limited to logging of documents such as Stock Received Reports (SRRs), and filing of claim schedules, incoming CD 102s, and/or contract notifications. 5% Verifies transfer of funds from institutions. Delivers each transfer to the cashier for receipting. Ensures the courier bags are filled and secured prior to scheduled courier service pickup. Places correct postage on outgoing mail and delivers mail to the post office daily or prepares outgoing mail for pickup by Headquarters mailroom. Prepares outgoing express mail as needed. Receives and secures deposits prepared by the cashier and either delivers them to the bank or through the courier service. 5% Serves as RAO receptionist. Directs calls and/or takes messages for RAO staff and notifies staff via e-mail of message. Assists and provides back-up coverage to the RAO secretary when needed. Types memos and purchase orders, prepares labels, and printing forms on Microsoft Word. 5% Assists in the preparation of reports. Appointment is subject to all State and Department Hiring Freeze Restrictions.

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