OFFICE ASSISTANT I (SPANISH SPEAKING)
01210
(Competitive)
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for performing office support duties of a routine nature. Under immediate supervision, an employee in this class performs clerical work that follows well established procedures. Detailed instructions and close supervision are received at the beginning of work and on new assignments, but regular routine tasks are performed more independently and some initiative and judgment is utilized as experience is gained. Assignments to the employee include use of standard office equipment. Work is supervised and reviewed by superiors upon completion for content and accuracy. This class differs from that of Office Assistant I in that it requires the employee to be bilingual in English and Spanish. Does related work as required.
TYPICAL WORK ACTIVITIES
Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
Answer telephones, direct calls, and take messages.
Communicate with customers, employees, and other individuals to answer questions, disseminate, or explain information, take orders, and address complaints.
Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
Compile, copy, sort, and file records of office activities, business transactions, and other activities.
Review files, records, and other documents to obtain information to respond to requests.
Interacts with the public, acting as the first point of contact in the office.
Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
Compute, record, and proofread data and other information, such as records or reports.
Complete work schedules, manage calendars, and arrange appointments.
Type, format, proofread, and edit correspondence and other documents using computer software.
Inventory and order materials, supplies, and services.
Deliver messages and run errands.
Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.
Complete and mail bills, contracts, policies, invoices, or checks.
Process and prepare documents, such as business or government forms and expense reports.
Prepare meeting agendas, attend meetings, and record and transcribe minutes.
Make travel arrangements for office personnel.
Troubleshoot problems involving office equipment, such as computer hardware and software.
FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Working knowledge of general office terminology, procedures, and equipment and clerical techniques.
Working knowledge of proper grammatical usage, punctuation, and spelling.
Working knowledge of the principles and practices for providing customer service.
Skill in using email, word processing and spreadsheet software.
Ability to perform clerical operations with letters and numbers.
Ability to understand and follow oral and written instructions.
Ability to listen to and understand information and ideas presented through spoken words or in writing.
Ability to learn assigned tasks readily and to adhere to departmental routines.
Ability to communicate information clearly and courteously by telephone or in person.
Ability to learn how to operate a variety of office equipment, which may include telephones, computers, and photocopiers.
Clerical aptitude.
MINIMUM QUALIFICATIONS
SPECIAL NECESSARY REQUIREMENT
Candidates must be able to read, write and converse fluently in Spanish and English. A candidate’s Spanish Speaking oral proficiency will be evaluated during the employee’s probation period.