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Administrative Assistant I 2058
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<p><b>Position Description </b></p> <ul> <li>ON-SITE To provide a variety of routine to moderately difficult office support to various City departments and offices, including but not limited to, processing and handling of mail, record keeping, specialized processing related to the department in which assigned, typing, word processing, telephone and in-person reception, and filing. </li> <li>This is the entry level class in the Administrative Office Assistant series. </li> <li>Positions in this class typically have little or no directly related work experience. </li> <li>The Administrative Office Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. </li> <li>Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned</li> <li>Receives immediate supervision from higher level supervisory or management staff. </li> </ul> <p> </p> <p><b>Skills Required</b> </p> <ul> <li>Perform a variety of office support and general clerical duties related to the work unit.</li> <li> Word process correspondence, reports, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions.</li> <li>Proofread and check typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling</li> <li>Enter, retrieve and process data, and generate reports using computer systems, following established formats. </li> <li>Gather information from individuals or reference sources to complete and process various routine forms, records, and applications; and contact individuals to obtain additional information. </li> <li>Maintain records and process forms, such as time records, purchase requisitions and orders, reservation of City pool vehicles and others specific to the organizational unit. </li> <li>Post and transcribe data, prepare and update a variety of reports. </li> <li>Perform a variety of routine arithmetical calculations. Establish and maintain office files, and research and compile information from such files. </li> <li>Act as receptionist and receive and screen visitors and telephone calls, take messages, and make appointments; provide directions and basic information and assistance. </li> <li>Provide factual information regarding City or unit activities and functions. </li> <li>Perform such office support activities as opening and distributing mail, processing outgoing mail, operating a postage meter and ordering office supplies. </li> <li>Build and maintain positive working relationships with co-workers, other employees and the public using principles of good customer service. </li> </ul> <p> </p> <p><b>Experience Required</b> </p> <ul> <li>Six month of responsible clerical experience. </li> </ul> <p> </p> <p><b>Knowledge of:</b> </p> <ul> <li>Basic office practices and procedures, including filing and the operation of standard office equipment. </li> <li>Correct English usage, including spelling, grammar, and punctuation. </li> </ul> <p><b>Ability to</b>: </p> <ul> <li>Learn specialized processing, procedures and office support tasks related to the department to which assigned. </li> <li>Understand and carry out oral and written instructions.</li> <li>Maintain accurate records and files. </li> <li>Make accurate arithmetic calculations.</li> <li>Depending on assignment, performing basic clerical work accurately. </li> <li>Type and perform word-processing at a speed necessary for successful job performance. </li> <li>Operate standard office equipment including a personal computer and centralized telephone equipment.</li> <li> Maintain attention to detail despite interruptions. </li> <li>Communicate tactfully and effectively with the public and remaining calm and following designated protocols in stressful and/or emergency situations.</li> <li> Establish and maintain effective working relationships with those contacted in the course of work. Communicate clearly and concisely, both orally and in writing. </li> </ul> <p> </p> <p><b>Education Required</b> </p> <ul> <li>Equivalent to graduation from high school. </li> </ul> <p> </p> <p><b>Additional Information</b> </p> <ul> <li>Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequently up to 10 pounds; occasionally up to 25 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 decision making and concentration; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise. </li> </ul> <p> </p>

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