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Senior Office Assistant

Under general supervision, the Senior Office Assistant position in the Attorney's Office will sit at the front window to direct all incoming calls to the appropriate party or answer questions. The person will assist all walk-in customers with questions. A majority of the walk-in traffic is assisting with paperwork for the fine collection division. The person will assist the victim witness division with paperwork and research. Computer work in the electronic documentation management system will be a daily task.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following :

• Maintains accurate and detailed records and filing systems, verifies accuracy of information, researches discrepancies, and records information.
• Prepares, scans, copies, and distributes a variety of files and documents; ensures proper filing of documents in departmental or central files.
• Answers, screens, and redirects incoming calls; assists and directs visitors to appropriate locations or staff; responds to customer concerns and requests for information; assists customers with filling out forms and other paperwork; verifies and reviews forms for completeness and conformance with established regulations and procedures; may collect application fees for some paperwork.
• Composes, types, formats, and proofreads a wide variety of routine and complex reports, letters, forms, and other documents; checks drafts for proper punctuation, spelling, and grammar.
• Receives, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Compiles information and data for administrative, statistical, and financial reports and invoices; prepares and assembles reports, program packets, manuals, articles, announcements, and other informational materials.
• Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, program files, and report summaries; retrieves information from systems and specialized databases as required; purges and drops files as required.
• Maintains calendars and prepares meeting arrangements; organizes necessary set-up and materials to be available at meetings.
• Monitors and orders office and other supplies; assists in preparing, processing, and tracking purchase requisitions; receives and processes vendor invoices and purchasing card invoices.
• Attends and participates in a variety of meetings and training. May assist with training, supervising, and delegating tasks to Office Assistants. May serve as back up to other clerical staff. Demonstrates the ability to exemplify, by his / her actions, the County PRIDE philosophy. Performs related duties as assigned.

Education, Training, and Experience Guidelines : High school diploma or GED equivalent; AND two (2) years of progressively responsible clerical experience; OR an equivalent combination of education, training, and experience. Knowledge of : General office policies, procedures, and equipment. Customer service principles, practices, and etiquette. Records maintenance and retention practices and procedures. Time management methods. Money handling practices and procedures. Skill in : Typing and entering data with speed and accuracy. Using a multi-line phone system. Preparing clear and concise reports. Maintaining accurate records and documentation. Maintaining and handling confidential and sensitive information. Organizing and completing multiple tasks simultaneously to meet deadlines. Operating a computer including standard software and some specialized software. Interacting tactfully and professionally with County staff, outside agencies, and the public. Establishing and maintaining cooperative working relationships. Communicating effectively verbally and in writing. Working effectively both independently and as part of a team.

License and Certification Requirements None. Physical Demands and Working Environment : Work is performed in a standard office environment.