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Douglas County  1020
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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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please email the Human Resources department.