GCTB-Office Assistant-08270007

CLASSIFICATION PURPOSE

To perform a wide variety of clerical and/or typing/keyboarding tasks; and to perform related clerical work as required.

DISTINGUISHING CHARACTERISTICS

This is a clerical class series in which incumbents perform a wide variety of clerical work throughout the county. Positions in these classes may act as receptionists, file clerks, or typists/keyboarders using computer application programs to perform a wide variety of typing/data entry and record keeping assignments. This series differs from other clerical class series in which incumbents perform highly specialized clerical work requiring additional training or education.

Junior Clerk:

This is the entry-level class in the series. Under immediate supervision, incumbents are assigned the more routine clerical tasks such as records filing, mail sorting, office organization work and limited typing/keyboarding and document revision work.

Office Assistant:

This is the journey-level class in the series. Under general supervision, incumbents are fully skilled clerical workers performing a wide variety of clerical work of average difficulty. This class differs from the next higher class, Office Support Specialist, in that the latter performs the most complex or technical clerical assignments among a group of clerical staff or section of professional or administrative staff. This class is also distinguished from the Senior Office Assistant, in that the latter is a first line supervisor.

The examples of functions listed in the class specification(s) are representative but not necessarily exhaustive or descriptive of any one position in the class(es). Management is not precluded from assigning other related functions not listed herein if such functions are a logical assignment for the position.

Junior Clerk

Essential Functions:

1. Types correspondence, reports, forms, requisitions, and documents from rough drafts, marginal notes, or oral instructions;

   excerpts and summarizes materials for indexing or reports.

2. Compiles data, posts data to and maintains records.

3. Performs filing in a wide variety of filing and record keeping systems including input and retrieval of information from computerized record keeping systems.

4. Operates office equipment.

5. Proofreads and checks or compares data for accuracy and completeness.

6. Collects fees and issues permits, licenses, notices, and bills.

7. Screens phone calls and answers inquiries regarding county services and general departmental policy/procedures.

8. Serves as a receptionist providing information to the public and handles complaints.

9. Provides courteous, high quality service to members of the public by personally responding to requests for service or making appropriate referral.

10. Sets up, catalogs and maintains physical and/or electronic filing systems.

11. Unpacks office supplies and equipment and stocks supply cabinets, shelves or other similar storage areas.

12. Moves light office equipment, files, boxes and materials.

13. Performs office organization duties to ensure a safe and efficient work environment.

Office Assistant

Essential Functions:

All of the functions listed above and

1. May explain how to perform their work to others.

EDUCATION/EXPERIENCE

Education, training, and/or experience that demonstrate possession of the knowledge, skills and abilities listed above. Examples of qualifying education/experience are:

Junior Clerk:

1. Completion of an office clerical program in high school or college; OR,

2. Six (6) months of clerical experience as a clerk in an office performing routine clerical duties.

Office Assistant:

1. Recent completion of a clerical/secretarial curriculum from a community college; OR,

2. One (1) year of experience as a Junior Clerk in San Diego County; OR,

3. One (1) year of recent full time clerical experience in an office performing routine clerical duties.

ESSENTIAL PHYSICAL CHARACTERISTICS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the classification(s). Reasonable accommodation may be made to enable an individual with qualified disabilities to perform the essential functions of a job, on a case-by-case basis.

Frequent: standing, sitting, bending and stooping, twisting of waist, side-to-side turning of neck; fine finger dexterity to operate

keyboards and writing materials. Continuous upward and downward movement of neck. Occasional: grasping, pushing, pulling and

reaching above and below shoulder level. May occasionally lift and/or carry up to 50 lbs.

SPECIAL NOTES, LICENSES, OR REQUIREMENTS

May be a member of team/department with responsibility for sponsorship of Enterprise Resource Planning (ERP) software applications in support of Countywide operations of: Human resource management; Time keeping and reporting; Payroll; Accounts Payable; and Accounts Receivable.

License

Some positions require possession of a valid California Class C driver's license in order to operate a County vehicle.

Certification/Registration

None required.

Working Conditions

Office environment; exposure to computer screens.

Background Investigation

Must have a reputation for honesty and trustworthiness. Misdemeanor and/or felony convictions may be disqualifying depending on

type, number, severity, and recency. Prior to appointment, candidates will be subject to a background check.

Probationary Period

Incumbents appointed to permanent positions in these classes shall serve a probationary period of 6 months (Civil Service Rule

4.2.5).

All qualified applicants for clerical support positions must take the General Clerical Test Battery (GCTB) and will be notified by e-mail/mail of the test date, time, and location.

The GCTB is a multiple-choice test which assesses the following knowledge, skills, and abilities: customer service, checking and comparing, filing, basic computer knowledge, judgement and reasoning, general office procedures, basic math, ability to follow written instructions, reading comprehension, and basic English usage. Passing test scores may vary depending on the classifications for which candidates apply.

The names of qualified applicants who pass the GCTB will be placed on a six-month employment list for those classifications for which they applied and were qualified.