OFFICE ASSISTANT II - HEAD START

POSITION PURPOSE:

Under general supervision of the Area Director, or designee, performs a wide variety of routine to moderately difficult clerical support functions, including greeting visitors in person and by telephone, data entry and records management duties; types a variety of correspondence, documents, reports and other materials requiring skilled word processing; and performs related duties as assigned.

Employment Requirements:

DESIRED MINIMUM QUALIFICATIONS:

Knowledge of:

• Office administration practices and procedures;

• Correct English usage, including spelling, grammar and punctuation;

• NHA and section rules, policies and procedures applicable to assigned areas of work;

• Recordkeeping and filing practices and procedures;

• Word processing, spreadsheet and other standard business software;

• Records management practices and procedures;

       Ability to:

• Operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software;

• Operate standard office equipment;

• Type accurately at a speed necessary to meet the requirements of the position;

• Organize, set priorities and exercise sound independent judgment within areas of responsibility;

• Organize and maintain office and specialized files;

• Communicate clearly and effectively orally and in writing;

• Understand and follow written and oral instructions;

• Prepare clear, accurate and concise records and reports;

• Use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work;

• Establish and maintain effective working relationships with NHA managers, employees and others encountered in the course of work;

• Some positions require the ability to perform high-volume data entry accurately and at a speed to meet established production standards.

Qualifications:

Training & Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is: Graduation from high school or G.E.D. equivalent and three (3) years’ office clerical or secretarial experience; or an equivalent combination of training and experience; type at a minimum of 40 words per minutes; experience may also be obtained through vocational training such as ROP, etc.

SPECIAL REQUIREMENTS, LICENSES & CERTIFICATES:

Must have a valid California driver’s license. Certification in pediatric first aid and CPR must be met within 90 days of employment. Must meet and maintain state law and county licensing requirements regarding employment in a childcare center (fingerprints, TB, physical, immunizations). 

Examples of Major Functions:

EXAMPLES OF ESSENTIAL DUTIES:

The duties listed below are intended only 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 position if the work is similar, related or a logical assignment to this class.

• Types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, statistical charts and other documents;

• Types from rough notes, drafts and brief oral instructions;

• Composes routine correspondence;

• Edits and revises materials on diskette;

• Creates and maintains databases of records, lists and projects;

• Creates standard statistical spreadsheets;

• Designs and revises routine to moderately difficult forms, charts and graphs;

• Operates a computer and performs word processing and / or data entry in accordance with standard procedures and computer software requirements;

• Verifies the accuracy of materials produced and / or input data;

• Generates reports and documents;

• Operates a variety of standard office equipment;

• Provides secretarial and general office support services for managers, supervisors and staff;

• Schedules meetings and makes meeting arrangements;

• Prepares and distributes agendas and minutes;

• Collects data, compiles required information and types standard agreements and contracts for approval, signature and execution;

• Maintains a variety of standard office and specialized records and files;

• Prepares manuals, computer logs, and files;

• Summarizes information and prepares routine reports;

• Picks up and distributes incoming mail;

• Opens, logs and routes incoming office mail and stuffs, sorts and prepares outgoing mail; also mails requested materials and documents;

• Retrieves, delivers and sends faxes;

• Acts as receptionist for an assigned unit or office, and answers, screens and refers telephone calls, takes telephone messages;

• Assists clients and others in person and/or by telephone;

• Responds to questions and complaints in a professional manner;

• Copies, compiles and distributes documents and materials;

• Sorts, codes, cross-references, duplicate and file a wide variety of records and documents;

• Pulls files upon request and makes new file folders;

• Retrieves, duplicates and distributes copies of records;

• Creates and maintains chronological files;

• Maintains up-to-date file listings, indexes and cross-references;

• Monitors and maintains inventories of standard office supplies and materials;

• Types purchase requisitions and check requests;

• Operates a variety of standard office equipment;

• Performs miscellaneous clerical and secretarial tasks;

• Troubleshoots and performs minor maintenance on duplicating equipment and other office machines;

• Submits requisitions for duplicating equipment supplies, repairs and services;

• All other duties as assigned.