Office Assistant III

Job Description:

Performs general office clerical work in support of unit operations. The work involves performing responsible office tasks requiring an understanding of the substantive operations of the office or department and including responsible contacts with the public and others for the purpose of facilitating the public's use of services. The work requires training and prior experience in office clerical work. The work is performed under general supervision of administrative staff or higher graded office staff.

Essential Job Functions

Performs assignments requiring knowledge of office/departmental operations and fills in for high-level support positions in their absence. 

Ensures accurate preparation and maintenance of operating records of the unit by compiling information and continuously monitoring actions pertaining to such records to ensure they are kept accurate and up to date.

May assist on or oversee various programs including the writing of agency manuals, internship programs, warrant filing programs, vaccination programs, and others.

May help with training and job performance of other staff performing similar functions within the office.

Provides periodic progress reports and updates policies, directives and manuals.

Assists with development of request for proposals, to include the editing, review and final draft.

Provides documents under the Freedom of Information Act

Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, proofs documents, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensures that the data are accurate and acceptable for use; maintains databases and data files containing such data, managing such information to provide information to unit management and to generate reports.

Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.

Assists with planning, instructing and communication of new procedures.

Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.

Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations. Places inquiries into database for follow up.

Receives and routes mail; directs items to other staff or County offices as appropriate.

Responsible to make contact within and outside department to achieve common goals

Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.

Maintains manual and/or automated financial, payroll, accounting, budgets, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.

Calculates, collects and processes fees and fines.

Prepares notices of violations and citations.

Enters requisitions and invoices, and responsible for reconciling of these expenditures.

Keeps supervisor informed of matters, initiates inquiries of county officials and other organizations to obtain information, researches files and records and compiles date of review.

Ensures compliance with established policies regarding office services, County protocols and administrative requirements, advises others regarding such requirements.

Composes correspondence and produces a variety of word processed documents such as letters, memoranda, proclamations, ads, and reports; keyboards copy from drafts; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.

Schedules and attends meetings and takes minutes for record keeping with outside vendors, consultants and contractors, and County officials.

Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information; ensures through appropriate follow up, explanation and instructions that matters are properly acted upon.

Other Duties

Performs related work as required.

Knowledge, Skills, and Abilities (These are pre-employment KSA that apply