Office Assistant

Title: Office Assistant

Location: Administration Building

time type

Part time

job requisition id

R26000460

CLASSIFICATION TITLE:

Office Assistant, Part-time

SALARY:

$19.27 - $24.92

DEPARTMENT:

Prosecuting Attorney

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

CURRENT HOURS AND STARTING TIME: Part-time (20 hours per week) position, days and times will be determined upon hire. Typically, the starting time for this position is currently 8:00 a.m. 

GENERAL SUMMARY:

Performs routine to moderately difficult clerical duties according to established policies and procedures.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Performs clerical duties according to established policies and procedures.

Records or posts information in journals, files and/or other departmental records.

Verifies the accuracy of information and prepares forms, records, requests for funds and other documents.

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

Performs calculations and compiles information for and prepares various documents and reports.

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

Enters information on records and forms.

Compiles and maintains departmental files.

Distributes notices, forms and other documents.

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

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

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

Performs related duties as assigned .

Operates an automobile to perform assigned job functions.  (if applicable)

QUALIFICATIONS:

Required Education and Experience

• High School diploma or GED equivalent

 

Required Licenses or Certifications

• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel

 

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
• 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:

• Work in an environment which embraces the county’s Dignity Campaign
• Effectively speak, write and understand the English language
• Effectively speak, write and understand a language other than English is preferred
• Understand and carry out oral and written directions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Provide excellent customer service to both internal and external customers with tact and courtesy
• Meet schedules and deadlines of the work
• 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 ENVIRONMENT/CONDITIONS:

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

 

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

 

Work Environment

Office or similar indoor environment: F/C

Outdoor environment: N/S

Street environment (near moving traffic): N/S

Construction site: N/S

Confined space: N/S

 

Exposures

Individuals who are hostile or irate: O

Individuals with known violent backgrounds: N/S

Extreme cold (below 32 degrees): N/S

Extreme heat (above 100 degrees): N/S

Communicable diseases: N/S

Moving mechanical parts: N/S

Fumes or airborne particles: N/S

Toxic or caustic chemicals, substances, or waste: N/S

Loud noises (85+ decibels): N/S

Blood Borne Pathogens: N/S

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

 

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

 

Demand:

Balancing on even or uneven surfaces/ground: N/S

Bending (forward or backward bending at the waist): N/S

Climbing up or down stairs, ladders, scaffolding and platforms: N/S

Crawling (moving about on hands and knees). Inspecting in confined spaces: N/S

Digging:  N/S

Driving on sealed and unsealed roads: O

Grasping, gripping, holding, clasping with fingers or hands: O

Kneeling to work at low levels: O

Manual Dexterity (fine finger movements i.e., keyboard operating, writing): F/C

Lift/Carry/Move objects from one level/position to another:

Up to 10 pounds: O

Up to 50 pounds: O

More than 50 pounds: N/S

Over 100 pounds: N/S

Push/Pull objects away from or towards the body: N/S

Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): N/S

Sitting in a seated position during the task performance: F/C

Standing in an upright position without movement: O

Walking considerable distances in the facility on multiple surfaces: O

Running considerable distances in the facility on multiple surfaces: N/S

 

GENERAL REQUIREMENTS AND DISCLAIMERS

 

Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

 

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

 

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please tell us if you require accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations. 

 

The AFSCME - Local 411 bargaining unit represents this position.  Therefore, there may be contract language which could require consideration in the selection process.