DEPARTMENT ASSISTANT 3
Pay Range GCO8L (District Attorney's Office)

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 intermediate-level within the department assistant series, and is distinguished by performing journey-level support activities to assist technical, professional and administrative functions within established guidelines. Duties assigned to this classification are varied, and the employee applies judgment to determine appropriate procedures and conduct of assignment.

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. Assist public in person and by telephone; direct calls and individuals to appropriate source; perform varied counter work and answer questions related to departmental programs; assist public in locating and obtaining various materials, information and in completing forms, permits, licenses and applications; schedule department and/or clinic appointments.

2. Collect and record cash payments; write receipt and post to departmental records; balance receipts as assigned.

3. Perform complex filing and recordkeeping duties where several systems are utilized; conduct file and record searches; index and cross-index records; microfilm records; log documents for public record.

4. Type documents, forms, letters, reports and statistical records from rough draft, machine dictation, written or verbal dictation into suitable format; take dictation either manually or by dictating machine.

5. Operate a variety of office equipment which includes automated equipment utilizing specialized databases and systems, blueprint and other copying equipment; enter and retrieve a variety of data; review resulting reports and printouts for accuracy.

6. Attend meetings and prepare minutes; distribute to appropriate parties.

7. Maintain stationery and office supply store and procure, receive, store and distribute inventoried supplies; maintain records and bill departments for ordered supplies and copy machine charges; keep records of stock for reorder and inventory supplies.

8. Pick up incoming mail at post office and distribute to departmental mailboxes or receive, record and distribute mail and prepare outgoing mail within a department.

9. Select materials for and conduct public programs and set up displays.

10. Order departmental supplies.

11. May provide guidance to volunteer workers; provide necessary selection, training and evaluation.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Reasonable knowledge of general office practices and procedures; reasonable knowledge of systematic filing and retrieval processes or systems relating to assigned department or program area; reasonable knowledge of word processing; reasonable knowledge of English composition, spelling, grammar and arithmetic; basic knowledge of general recordkeeping and bookkeeping processes. Skill in: Typing rapidly and accurately; taking and transcribing dictation either manually or by machine; use of office equipment which includes automated equipment and blueprint and other copying equipment. Ability to: Communicate effectively in both oral and written forms; estimate and manage time efficiently; plan moderately complex statements and reports; establish and maintain records, reports and statistical data; courteously meet and deal effectively with other employees and the public.

Education, experience and training: Two years work-related support experience OR a satisfactory equivalent combination of education, experience and training. Some positions may require 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; experience driving a large vehicle for certain assignments.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed with supervision from a clerical, professional or administrative employee. Employee estimates time and materials and manages time efficiently. Judgment is necessary in selecting appropriate established guidelines to follow. Employee uses initiative in completing routine assignments and interpretation of general administrative or operational policies and procedures is sometimes necessary. Significant deviations require prior approval. Work is checked at completion of projects.

GUIDELINES

Work is performed within established departmental policies and procedures; federal, state and county rules, regulations and ordinances; secretarial handbooks; software and equipment manuals; specialized dictionaries and reference materials. Some judgment is used in interpretation of guidelines; however, supervisor is available for interpretation in unusual situations.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment and is generally sedentary; however, some positions may require bending, hearing voice conversation, keyboarding, kneeling, lifting up to 30 to 50 pounds, pulling, pushing, reaching, standing for long periods of time and walking. Some positions require moderate to considerable driving.