OFFICE ASSISTANT

CLASSIFICATION TITLE:

OFFICE ASSISTANT

SALARY:

$35,073.82 - $45,365.05

DEPARTMENT:

Roads

Opening Date:

11/21/2024

Closing Date:

11/27/2024 12:00 a.m.

FLSA STATUS: Non-exempt - overtime pursuant to Collective Bargaining Agreement or Human Resources and Labor Relations Policy

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

GENERAL SUMMARY:

Operates multi-line phone system to receive and direct incoming and interoffice telephone calls. Supplies information to employees and the general public. Locates and relays department and employee extension numbers. May perform clerical duties such as typing, proofreading and sorting mail..

ESSENTIAL DUTIES & RESPONSIBILITIES:

Receives and directs incoming telephone calls and e-mails; provides assistance by answering questions and inquiries appropriate to skill level; relays messages to appropriate individuals or departments.

Locates and relays employee and department extension numbers.

Receives visitors, obtains name and nature of business and directs individuals to appropriate division or employee.

Receives and signs for any deliveries that come in for the department

Performs clerical duties according to established policies and procedures.

Types and/or prepares vouchers, forms, memos, letters, records and other correspondence according to established policies and procedures.

Opens, sorts, tallies and records payments and other documents received.

Distributes notices, forms and other documents.

Makes duplicate copies of reports and/or information and routes to proper persons, departments and/or files.

Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.

Performs related duties as assigned.

QUALIFICATIONS:

Required Education and Experience

• High School diploma or GED equivalent

Required Licenses or Certifications

• Possession of a valid Michigan driver’s license, operable automobile and insurance

Preferred Education and Experience

• Previous clerical work experience

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:

Knowledge of:

• Modern office procedures and methods

• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public

• Operating multi-line telephone

• Providing customer service to internal and external customers via phone, email and in person

• Performing a variety of duties, often changing from one task to another of a different nature

• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios

• Organization and time management

• Operating personal computers with current versions of office efficiency software and applications

• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting

Ability to:

• Provide excellent customer service to both internal and external customers with tact and courtesy

• Effectively speak, write and understand the English language

• Speak and understand a language other than English is preferred

• Understand and carry out oral and written directions

• Meet schedules and deadlines of the work

• Accurately organize and maintain paper documents and electronic files

• Maintain the confidentiality of information and professional boundaries

• Perform low to moderate level clerical/administrative related duties with a high degree of accuracy

• Learn new policies, practices and procedures

• Read and understand laws, rulings and other published guidance

• Work in an environment which embraces the county's Dignity Campaign

• Work independently

WORK ENVIRONMENT/CONDITIONS: