Office Assistant - Customer Service

Job Summaryâ

Incumbents perform varied and responsible clerical and administrative tasks in support of a unit, division, department, or program. Â Duties require some degree of independent judgment and knowledge of administrative and ECUA policies to complete the essential functions of the job. Assignments are made orally or in writing and work is reviewed through observation of results obtained, conferences, reports, and evaluations. Â

Essential Job Functions

Works with the public to provide and verify information, process transactions, and provide services, as appropriate; greets visitors and directs them to appropriate areas.

Answers the telephone, screens and routes calls, takes messages, provides public with factual information regarding departmental services, functions, and activities which may require the explanation of rules, policies, and/or procedures.

Operates standard office equipment including word processors, computers, facsimile equipment, telephones, and other communications equipment; may assist others in the proper use of various office equipment; makes use of available tools to improve efficiency and accuracy of work done in assigned programs and work units.

Compiles and maintains accurate and up-to-date records such as mailing lists, attendance records, expense account information, incoming and outgoing goods and services, other workplace transactions, and routine bookkeeping activities.

Maintains manual or computerized filing systems containing records, reports, statistics of technical subject matters, charts, and other departmental documents including maintaining computer diskettes and backups in an orderly fashion so that materials can be easily located.

Enters, retrieves, edits, verifies, researches, and corrects data; summarizes and prepares periodic or special reports and information required by co-workers, supervisors, and the public using a computer system and following established formats and menus.

Collects fees and fines; prepares general reports to account for funds collected; performs routine business calculations to obtain totals, balances, or other numerical information; may conduct reviews/audits of various receipts, financial reports, documents, etc.; may oversee the receipt, balancing, depositing, and reconciliation of internal accounts.

Maintains routine accounting, financial, and cost records in accordance with established procedures; may prepare or check payrolls, reimbursements, or cash advances for expenses, vouchers, requisitions, purchase orders, personnel, and similar records.

May independently compose and/or type routine correspondence, payrolls, receipts, vouchers, departmental reports, permits, or other materials requiring interpretation of facts and application of rules; may compile information for reports to assist staff; may prepare charts or tables from general specifications to present information in an easy-to-understand format.

Reviews a variety of documents and determines appropriate methods of processing.

Receives, opens, sorts, evaluates, and routes departmental and inter-office mail to appropriate destinations; monitors incoming and outgoing documents to ensure timely handling.

Organizes and maintains departmental payroll, procurement, and/or personnel records under written guidelines or the guidance of a supervisor.

Schedules appointments, reservations, conferences, and meetings; coordinates meetings and staff action on behalf of co-workers, supervisors, and managers; compiles materials for meetings, prepares agendas, and attends such meetings; takes summary notes on meeting discussions and types minutes for appropriate distribution.

May organize and order office supplies, materials, and equipment under direction in order to maintain sufficient inventory for departmental usage.

Advises staff, officials, and the general public on departmental operations, policies, and procedures.

Assists department staff and management with various special projects and programs.

All other duties as assigned.

High school diploma or equivalent. (Educational documentation will be requested upon offer of employment.)

Two years of office support experience. Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications

May require the possession of or ability to obtain a valid Driver License upon offer of employment.

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Employment offers to all new hires are contingent upon the job candidates successfully passing background and reference checks, nicotine screening, drug screening, and post job offer physicals (that may include pulmonary testing). Offers of transfers or promotion to current ECUA employees are not subject to nicotine screening. All applicants are subject to physical assessments as required by job.

While performing the essential functions of this job the employee is regularly required to work in a typical office setting, use standard office equipment, read printed materials and a computer screen, and communicate in person and over the telephone.Â

The incumbent's working conditions are typically moderately quiet.

MATERIAL AND EQUIPMENT USED

Computer and peripheral equipment

Standard office and  communications equipment

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Knowledge, Skills, & Abilities

Knowledge of

Modern office methods, practices, and procedures including the operation of standard office equipment.

The intended uses of standardized computer software applications involving word and data processing, interpretation, and presentation.Â

Proper use of business English including correct spelling, grammar, and punctuation.Â

Basic business mathematics.

Business letter writing and standard formats for other common business documents.

Skill in

Interpersonal skills necessary to effectively interact with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous, helpful, and friendly manner.Â

Rapidly acquiring knowledge of administrative and operational matters and working independently on non-routine office support tasks.Â

The operation of contemporary office equipment such as a personal computer or terminal, typewriter, and calculator and in the use of standardized computer software applications involving word and data processing, interpretation, and presentation.Â

Making calculations involving business mathematics.Â

Maintaining accurate office files.Â

Concentrating and paying close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to citizens requiring assistance.Â

Typing at a prescribed rate of speed.Â

Abilities

Make sound decisions in accordance with rules, regulations, or policies.

Establish and maintain effective working relationships with officials, other employees, and the general public.

Listen effectively.

Read, understand, analyze, and interpret data, procedures, and governmental regulations.

Write correspondence and reports.

Speak effectively concerning business issues on the telephone and in person.

Define problems succinctly, collect data, establish facts, and draw valid conclusions.

Add, subtract, multiply, and divide whole numbers, common fractions, and decimals.