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.
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