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DEPARTMENT ASSISTANT 2
Pay Range GC06
INTRODUCTION
The classifications within this four-level series have a focus on providing support to a department in the preparation, processing, organization and maintenance of information, records and materials. This includes communicating information to others and appropriately receiving, screening, reviewing and verifying documents or materials.
This classification is entry-level within the department assistant series and is distinguished by performing basic support activities in accordance with well-defined policies, procedures and guidelines. Duties assigned to this classification are somewhat varied, are less repetitive and have more variety than those assigned to the department assistant 1.
EXAMPLES OF PRINCIPAL DUTIES
(Duties assigned to this classification include, but are not limited to, the following examples. Any one position may not perform all listed tasks.)
1. Receive callers in
person and by telephone;
answer routine questions
and provide readily
available information;
make appointments and
receive and deliver
messages for department
personnel.
2. Type a variety of
routine material from
rough draft; complete
forms and form letters;
take and transcribe
dictation either manually
or by dictating machine.
3. Operate basic office
equipment; copy, assemble
and distribute materials.
4. Enter and retrieve
routine data utilizing an
automated system.
5. File and retrieve
records, other materials
and information
alphanumerically and/or
according to specialized
systems; maintain routine
logs.
6. Process new materials
and mend damaged
materials.
7. Receive, unpack and
store supplies, books or
other materials in
appropriate location;
check incoming materials
against invoices and
purchase orders; report
and record discrepancies
or damage in shipments.
8. Receive and distribute
incoming departmental
mail.
9. Process outgoing mail,
deliver to post office or
shipping agency; pick up
and deliver equipment and
supplies to departments
within and away from the
courthouse.
10. Select materials for public displays.
KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION
Knowledge of: Basic knowledge of general office practices and procedures, English composition, spelling, grammar and arithmetic; basic knowledge of general shipping and receiving practices and procedures. Skill in: Typing accurately at speed required by the position; taking and transcribing dictation either manually or by machine; operation of basic office equipment which includes automated equipment. Ability to: Communicate effectively in both oral and written forms; estimate and manage time efficiently; maintain basic records; courteously meet and deal effectively with other employees and the public.
Education, experience and training: Any combination of coursework, experience and training which provides required knowledge and skills necessary to perform the duties of the position. Some positions must possess a valid Oregon driver's license at time of appointment.
Desirable qualifications: Specific knowledge or experience related to assigned department or program area; experience working with the public.
SUPERVISORY CONTROLS OF THIS POSITION
Work is performed with immediate supervision from a clerical, professional or administrative employee in accordance with established guidelines or procedures. Assignments are given with specific instructions or are routine so that few deviations from established practices are made without checking with supervisor. Work is spot-checked in progress or at completion. Supervisor is available to answer questions.
GUIDELINES
Work is performed within established department policy and procedure, written and oral guidelines which provide specific instructions and are closely followed; interpretation or deviation from standard procedures is minimal; supervisor is available to interpret guidelines.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
Regular and consistent attendance is required. Work is performed in either an office environment or in the field. Work is generally sedentary; however, some positions may require bending, hearing voice conversation, keyboarding, kneeling, lifting materials up to 30 to 50 pounds, pulling, pushing, reaching, standing for long periods of time, and walking. Some assignments involve work performed in an environment which involves everyday risks or discomforts and sometime adverse weather conditions requiring safety precautions. Some assignments may require a considerable amount of driving.
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