DEPARTMENT ASSISTANT 4
Pay Range GC10

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 advanced-level within the department assistant series, and is distinguished by performing senior-level support activities to assist technical, professional and administrative functions within guidelines which require interpretation. Duties assigned to this classification are significantly varied and/or specialized, and the employee uses considerable judgment and independence to determine appropriate procedures and conduct of assignment. This classification may supervise or lead lower-level department assistants and may have sole responsibility for specialized projects or assignments.

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. Sole responsibility for a major support function which provides direct assistance to departmental programs.

2. Project responsibility for specialized continuing assignments.

3. Interpret to public and other departments information requiring considerable knowledge of departmental policy and procedure in order to provide assistance, exchange information and solve problems; screen callers and visitors and respond as appropriate.

4. Process complex or technical documents and materials where specific procedural requirements are somewhat complicated; type complex and confidential data on a variety of forms; type a variety of correspondence and reports.

5. Consult with program and office staff to establish and revise support systems, files and recordkeeping procedures to meet specific needs.

6. Independently research, compile and summarize information for reports or to resolve/address issues or problems; prepare information for inclusion into reports.

7. Post to various department, fiscal or other records using bookkeeping techniques, principles and practices.

8. Collect, record and bank cash payments; write receipts and post to departmental records.

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

10. Operate a variety of complex office equipment which includes automated equipment utilizing specialized databases, spreadsheets and systems.

11. May act as a leadworker or supervisor of support staff; may coordinate volunteer staff; provide necessary selection, training and evaluation. In consultation with supervisor, monitor and prioritize projects and assignments.

12. Order and maintain general office and specialized supplies.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Considerable knowledge of general office practices and procedures; considerable knowledge of word processing and data spreadsheets; considerable knowledge of recordkeeping and reporting; considerable knowledge of systematic filing and retrieval processes or systems relating to assigned department or program area; considerable knowledge of English composition, spelling and grammar; reasonable knowledge of bookkeeping principles. Skill in: Typing rapidly and accurately; use of complex office equipment which includes automated equipment and systems; processing information on a computer; taking and transcribing dictation either manually or by machine. Ability to: Communicate effectively in both oral and written forms; estimate and manage time efficiently; make decisions independently in accordance with established policy; maintain records, reports and statistical data; maintain confidentiality; lead or supervise support staff; courteously meet and deal effectively with other employees and the public.

Education, experience and training: Three years work-related support experience of a progressively responsible nature 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.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under general direction from a clerical, professional or administrative employee. Recurring routine assignments are independently performed on basis of past experience. Employee receives general instructions regarding scope of and approach to projects or assignments, but procedures and problem resolution are left to employee discretion and interpretation. Work is reviewed periodically to ensure determinations and decisions made are in accordance to department policy and procedures.

GUIDELINES

Work is performed within established department policy and procedure; federal, state, and county statutes, rules, regulations and ordinances; secretarial handbooks; software and equipment manuals, specialized dictionaries and reference materials. Considerable amount of judgment and initiative is used to interpret these guidelines.

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, lifting up to 30 to 50 pounds, kneeling, pulling, pushing, reaching, standing for long periods of time and walking. Some positions require moderate to considerable driving.