Office Assistant I/II, rec#1806; SACRAMENTO METROPOLITAN AIR QUALITY MANAGEMENT DISTRICT

SALARY
   $2,957.01 - $4,030.64 Monthly

 

DESCRIPTION:

The Sacramento Metropolitan Air Quality Management District is seeking an Office Assistant I-II with a wide range of administrative experience, outstanding customer service skills and a great attitude. Under general supervision, as a member of the Clerical Services Team, the Office Assistant will provide administrative and technical support to staff and perform a variety of difficult and complex clerical work.

The District's Clerical Services Team, which includes three Office Assistants, is led by the Administrative Supervisor/Clerk of the Board, is responsible for providing administrative and technical support to the District's customers, its four business divisions, District board members and the Executive Director/Air Pollution Control Officer. Excellent customer service and attention to detail are of paramount importance.

The primary duties of the Clerical Services Team include: front desk reception, receiving and distributing air quality complaints, processing mail, receiving and processing permit applications, tracking and ordering of office supplies and other materials, data entry, document management, accounts receivable, coordinating travel, scheduling meetings, responding to public records requests, coordinating maintenance for facilities, vehicles and office equipment, assisting with the preparation for board meetings, administering the District's Conflict of Interest Code and performing other related duties as assigned.

These tasks are accomplished through a team approach, where each team member, while assigned primary duties, which may be rotated from time to time, is expected to provide backup support to the rest of the team. This approach helps to ensure all tasks are completed in a timely manner with an emphasis on accuracy and quality.

Under general supervision, performs a variety of clerical support tasks including receptionist duties, mail processing, filing and typing; and performs other related duties as required.

Distinguishing Characteristics

Office Assistant I – This is the entry and training level class. Incumbents work under immediate supervision and perform repetitive or closely-related duties according to established procedures.

Office Assistant II – This is the experienced working level class. Incumbents work under general supervision and perform a wide variety of difficult and complex clerical work which requires the use of word processing software applications. Positions in this class are flexibly staffed and are normally filled by advancement from the lower grade of Office Assistant I, or when filled from the outside, require prior office assistant experience.

TYPICAL DUTIES

The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties which are not listed below.

1. Acts as receptionist; takes and transmits messages; takes and refers complaints from the public, receives and transfers calls to appropriate extension; provides general agency information and alternative telephone numbers to public callers; greets and routes office callers.
2. Types lists, memos, letters, forms, permits, reports and other documents; makes routine checks of clerical work for compliance with specific requirements of form and content; searches records and files for data.
3. Performs all types of filing (alphabetical, numerical, chronological and code); tracks and updates information, mailed documents, and manuals using computer or manual system.
4. Makes travel arrangements; works with travel agency to arrange hotel, airline, and rental car reservations; completes necessary paperwork for reservations and conference/workshop attendance; completes forms for reimbursement.
5. Schedules meetings and appointments; makes room arrangements.
6. Processes petty cash reimbursements.
7. Collects and delivers correspondence, records and packages; stamps, sorts and distributes incoming mail and faxes; assists with or prepares mass mailings; processes outgoing mail; copies a variety of documents on photocopy machine.

MINIMUM QUALIFICATIONS

Education and Experience:

Office Assistant I; One year of general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.

Office Assistant II; One year of experience as an Office Assistant I or two years of typing and general clerical experience or any combination of training and/or experience that provides the desired knowledge and abilities.

Knowledge of:
Both Classes; Telephone and office receptionist etiquette; basic elements of English grammar, spelling, usage and punctuation; alpha numeric filing and retrieval systems; office methods and clerical record keeping procedures.

Office Assistant II; District procedures and operations.

Ability to:
Type at a sufficient speed to perform the work of the unit; speak clearly; perform routine clerical work; establish and maintain working relationships with staff and public; work independently; attend to detail.

WORKING CONDITIONS & PHYSICAL DEMANDS

Physical Demands

This is essentially a desk job. Physical demands include occasional lifting up to 25 lbs., some bending, stooping, and squatting.

Working Conditions

Generally clean work environment with limited exposure to conditions such as dust, fumes, odors, or noise. Computer monitor used on a daily basis.

 

Office Assistant I-II Supplemental Questionnaire
 
* 1. Describe the duties and responsibilities of your current position and how they have prepared you for the position of Office Assistant in the Administrative Services Division at the District.
 
* 2. Provide a detailed description of your experience as a receptionist or providing front desk coverage.
 
* 3. Briefly describe your experience in the following areas (be specific and give examples for each): a. Using personal computers and software including computer databases and Microsoft Office applications e.g. Excel, Word, Access, Outlook b. Scheduling meetings and conferences and maintaining executive calendars c. Preparing meetings agendas and minutes d. Making business travel arrangements and finalizing travel claims e. Composing routine business correspondence, e.g. formal letters, memorandums, email, etc. f. Proofreading documents for clarity, accuracy and completeness
 
* 4. Describe your experience collaborating cross-functionally, both internally and externally to achieve shared goals.
 
* Required Question

 

 

Additional Info

  • Deadline: Tuesday, February 27, 2018
  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
  • Phone: 916.874.4804
  • Contact: Michelle Cook;
  • Location: Sacramento