Office Assistant II

Description

PURPOSE OF POSITION :

This is a full-time position providing customer service and administrative office support to the APRC Recreation office located at The Grove (M / W / F) and the North Mountain Park Nature Center (T / Th) serving as point-of-contact for customer service and front office responsibilities.

Handles inquiries with customers in person, through email and by phone, maintains data such as registration software, spreadsheets, and other office software, maintains departmental files, sorts, and distributes mail, assists customers in registering for classes and making park and building reservations;

collects and receipts monies received from the public; handles deposits and performs other work as assigned.

DISTINGUISHING CHARACTERISTICS :

Office Assistant II provides customer service to the public, communicates with staff, and provides office support through clerical tasks as assigned.

The Office Assistant II classification is distinguished from the higher level classification of Administrative Assistant as the latter provides administrative and clerical support, including work of a highly sensitive and confidential nature, to a department head, and serves as the primary administrative and secretarial resource for him / her.

In contrast, an Office Assistant II performs work that emphasizes general clerical rather than administrative / secretarial work and does not include work of a highly sensitive or confidential nature.

SUPERVISION RECEIVED :

Office Assistant II position receives general supervision.

SUPERVISORY RESPONSIBILITIES :

Employees in these classifications do not supervise staff. However, an Office Assistant II may indirectly supervise the work of a temporary employee or volunteer, most often on a project or temporary basis.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS :

The duties listed below are only intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related and / or a logical assignment to the classification

Perform a wide variety of routine to moderately difficult clerical work pertaining to office reception, customer service, data entry, word processing, filing, document processing, and other duties.

• Answer the telephone and determine the nature of calls; route callers to the appropriate person or take messages as necessary;
• schedule appointments and meetings; greet visitors in a welcoming manner, screen requests, and refer to other persons or departments as appropriate;

respond to general questions from the public,

Check and tabulate numerical or financial data; make routine calculations; answer general questions pertaining to department functions and activities.

Prepare and / or type routine documents based on established formats, written drafts, or specific verbal instructions; complete forms and prepare reports based on guidelines;

prepare basic statistical reports, tables, spreadsheets, and / or other documents as requested.

Post regularly to social media platforms and manage online and website calendars for posting meetings, recreation programs and classes.

Assist in weekend or evening day-of event operations as requested.

Initiate, review, update, complete, and process a variety of forms and documents; verify that information is complete in accordance with established requirements;

calculate fees or charges based on well-defined parameters and formulas; receive and receipt payments from customers.

Maintain a variety of online files and record retention, review and route incoming mail and materials; prepare outgoing mail for delivery to postal authorities and delivery carriers; make copies of documents.

Maintain adequate levels of office supplies; re-order or pick up supplies and materials from vendors or other departments as necessary;

complete and submit requisitions for purchasing; track administrative expenses for budgetary purposes; resolve errors in orders received and invoices.

Perform light cleaning and organizing and may perform set-up, take down and lifting up to 25 lbs.

Operate online meetings (Zoom and Teams) and take minutes for APR staff and subcommittee meetings as requested.

AUXILIARY JOB FUNCTIONS :

Assist in the training of new personnel.

Set up tables and chairs for classes and meetings.

Provide back-up support to other staff as needed.

Perform other work as assigned.

Required Minimum Qualifications

MINIMUM QUALIFICATIONS :

EDUCATION, TRAINING AND EXPERIENCE

Education : Possession of a high school diploma, a GED, or equivalent.

Experience : A minimum of two (2) years of clerical experience is preferred.

Substitution : Any satisfactory equivalent combination of education, training, and experience that demonstrates the knowledge, skills, and abilities to perform the duties of the job proficiently may substitute for the above requirements.

Desirable Qualifications :

Experience in a government organization is desirable.

Bilingual (Spanish) abilities

Familiarity with Microsoft office and Adobe Suite Programs.

First Aid / CPR / AED

SPECIAL REQUIREMENTS

License : Depending upon the position assignment, possession of, or the ability to obtain and retain, an Oregon driver’s license by the time of appointment may be required.

KNOWLEDGE, SKILLS, AND ABILITIES :

Knowledge of :

English usage, spelling, grammar, and punctuation.

Basic mathematics, including addition, subtraction, multiplication, division, fractions, and percentages. Basic office methods and equipment.

Modern office practices, and department-specific methods, procedures, policies, and regulations. Office management and secretarial methods and procedures.

Principles and practices of report writing. Principles and practices of customer service.

Programs, goals, and purpose of the assigned department. Business letter writing.

Common word processing, spreadsheet, and database software.

Ability to :

Perform routine clerical work in accordance with various methods, rules, and policies. English grammar, spelling, vocabulary, and punctuation.

Perform calculations using basic mathematics.

Learn to use a variety of office equipment, including computers and standard business software. Understand and carry out oral and written directions.

Communicate effectively, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Exercise appropriate judgment when initiating processes, actions, and alternatives within established procedures and regulations.

Use computers and standard business software to maintain data and prepare a variety of correspondence, forms, reports, and other documents.

Understand and implement oral and written instructions. Organize, research, and maintain office records.

Prepare statistical data, tables, and charts.

Maintain a variety of documents, materials, and information. Locate, identify, and correct inaccurate or incomplete information.

Learn specialized automated systems used in the department.

Communicate effectively, both orally and in writing.

Maintain effective relationships with those encountered during the course of work.

PHYSICAL DEMANDS :

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this classification.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1) Mobility : frequent sitting for long periods of time; occasional bending or squatting. (2) Lifting : frequently up to 10 pounds;

occasionally up to 25 pounds. (3) Vision : constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.

4) Dexterity : frequent use of keyboard; frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.

5) Hearing / Talking : frequent hearing and talking, in person and on the phone. (6) Emotional / Psychological : frequent decision-making and concentration;

frequent public and / or coworker contact; occasional working alone.

WORKING CONDITIONS :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this classification.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a typical office environment and is subject to moderate noise.

Application and Selection Process

Application and Selection Process

Please apply ONLINE at https : / / www.governmentjobs.com / careers / ashlandor

A completed City application must be filed online with the Personnel Office before the deadline shown above and may be supplemented with a resume of work experience.

Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Personnel Department.

Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process.

Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986.

A thorough background investigation will be completed on the candidate selected for hire.

The City of Ashland is an equal opportunity employer and will not discriminate against an employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin or mental or physical disability unless based on a bonafide occupational qualification.

The City of Ashland will make reasonable accommodations for the disabled. Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Personnel Office of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin.

Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process.