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OFFICE ASSISTANT I/II – Filing Deadline February 9, 2018 by 4:00 PM

OFFICE ASSISTANT I/II

Current recruitment for Office Assistant II

*SPANISH BILINGUAL

 

Hourly Rate: $14.91 – $19.98 with benefit package

*Bilingual pay differential $1.00                                       

 

Filing Deadline: Friday, February 9, 2018

 

DEFINITION

Under immediate (Office Assistant I) or general (Office Assistant II) supervision, performs a variety of office administrative and clerical tasks in support of assigned areas of responsibility which includes, but is not limited to, general administration, customer service, human resources and marketing; provides customer service assistance to the general public and transit customers; maintains a wide variety of records and files; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Office Assistant I) or general (Office Assistant II) supervision from assigned supervisory or management staff.  Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Office Assistant I: This is the entry-level classification in the Office Assistant series.  Initially under close supervision, incumbents learn and perform office clerical administrative support duties.  As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently.  Positions at this level usually perform most of the duties required of the positions at the II-level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.  Work is usually supervised while in progress and fits an established structure or pattern.  Exceptions or changes in procedures are explained in detail as they arise.

Office Assistant II: This is the fully qualified journey-level classification in the Office Assistant series responsible for providing the full range of administrative and clerical support to assigned areas.  Positions at this level are expected to work independently and exercise judgment and initiative within established guidelines.  Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Office Assistant class series are flexibly staffed and positions at the II-level are normally filled by advancement from the I-level; progression to the Office Assistant II level is dependent on (i) satisfactory work performance; (ii) the incumbent meeting the minimum qualifications for the classification; (iii) management affirmation that the position is performing the full range of duties assigned to the classification, and (iv) management approval for progression to the II level.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Positions at the Office Assistant I level may perform some of these duties in a learning capacity.

  • Performs a variety of office administrative and clerical tasks in support of assigned areas of responsibility including, but not limited to, general administration, customer service, human resources and marketing.
  • Answers the phone and directs calls; processes incoming mail; assists the public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information; assists in interpreting and applying regulations, policies and procedures.
  • Receives and responds to inquiries from the general public and/or transit customers; provides information on transit services including, but not limited to, routes, schedules, fares, and rules/regulations; distributes literature; as requested, determines best possible route and schedule for customers and computes/quotes rates for trips.
  • Performs cash handling duties; maintains cash box to sell fare merchandise; collects money, makes change and issues receipts.
  • Composes, types, formats, and proofreads a wide variety of letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, or verbal instructions; checks drafts for punctuation, spelling, and grammar.
  • Provides administrative support to the human resources function including, but not limited to, assisting with the recruitment process by processing correspondence, scheduling interviews and assisting with the preparation of interview materials; completes reference checks; assists with the preparation of new hire materials and enters all applicant/candidate information into an EEO tracking spreadsheet.
  • Provides administrative support to the marketing and planning function including, but not limited to, compiling, editing and entering data from surveys, reports and ridership reports; assistance in the placement of ads, press releases and public notices; coordinating the production and distribution of promotional materials, bus timetables and related literature; and assisting with outreach and social media activities.
  • Compiles information and data for reports and other documents; prepares, assembles and distributes reports, manuals, articles, announcements, and other informational materials.
  • Maintains a variety of automated and manuals files, logs, and records; using a computer, enters data to maintain and update records.
  • Maintains office supplies and processes request orders.
  • Positions assigned to this classification may be required to operate a motor vehicle to pick up and deliver materials, or to attend business related meetings.
  • Operates standard office machines such as computer, printer, copier, fax, etc.
  • Performs related duties as assigned.

QUALIFICATIONS

Positions at the Office Assistant I level may exercise some of these knowledge and abilities statements in a learning capacity.

Knowledge of:

  • General office and clerical practices and procedures.
  • El Dorado Transit and assigned departments programs, goals, and policies and procedures.
  • Basic recordkeeping principles and practices.
  • Business letter writing and the standard format for typed materials.
  • Basic mathematical principles and cash handling techniques.
  • Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and El Dorado Transit
  • The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  • Modern equipment and communication tools used for business functions and program, project, and task coordination including computers and software relevant to the work performed.

Ability to:

  • Perform clerical administrative and office support tasks related to the department to which assigned.
  • Respond to multiple requests for assistance and determine priorities.
  • Organize and maintain accurate files and records.
  • Type accurately at speeds necessary for successful job performance.
  • Make accurate arithmetic calculations.
  • Research and compile a variety of information and materials.
  • Demonstrate excellent customer service skills.
  • Compose routine correspondence from brief instructions.
  • Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
  • Establish and maintain effective working relationships with those encountered in the course of the work.

 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Office Assistant I/II: Equivalent to completion of the twelfth (12th) grade.

Office Assistant I: One (1) year of experience performing general clerical or administrative duties.

Office Assistant II: One (1) year of general clerical or administrative experience at a level equivalent to the El Dorado Transit’s class of Office Assistant I.

 

Licenses and Certifications:

  • Possession of, and ability to maintain, a valid California Driver’s License and a safe driving record throughout employment.

 

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.  Reasonable accommodations will be made for individuals on a case-by-case basis.

ENVIRONMENTAL CONDITIONS

Employees work primarily in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

ADDITIONAL INFORMATION *

There is an optional bilingual pay differential of $1.00 per hour.

If the candidate has the ability to speak, read, and write Spanish in addition to English they must take and pass a bilingual examination (written and oral components) prior to interview.

APPLICATION AND SELECTION PROCEDURES

This current recruitment is to fill the position of Office Assistant II.  It is the responsibility of the applicant to ensure delivery of the completed application to the El Dorado County Transit Authority office: 6565 Commerce Way, Diamond Springs, CA 95619, (530) 642-5383.  El Dorado County Transit Authority applications must be used.  Resumes may be attached but may not be substituted for any portion of the application.  All completed applications will be reviewed and the most suitable, qualified applicants, based on the information provided on their application, will be invited to participate further in the examination process.  Depending on the number of qualified candidates the examination process may include application screening and/or oral interview.

 

 Supplemental Job Duties


Office Assistant II
Reports to: Marketing and Planning Manager


THE POSITION
In addition to the main essential job functions, this position of Office Assistant II will provide administrative support to the Marketing and Planning Manager. On occasion the Office Assistant II may assist with public transit planning and marketing programs, to identify and quantify potential transit needs; to plan for the provision of transit services in keeping with customer needs and agency resources; to enter and maintain information in the agency’s data base and produce necessary reports; to assist in development and implementation of marketing and public relations program.

TYPICAL ADDITIONAL DUTIES MAY INCLUDE THE FOLLOWING:

Planning:

  • Provide technical assistance on planning projects and surveys
  • Compile, edit and enter data from surveys, reports and ridership reports
  • Prepare written materials and documents from rough draft


Marketing:

  • Assist in development and implementation of a Marketing Plan
  • Managing social media promotions of transit services
  • Assist with production and placement of ads, press releases and public notices
  • Assist in production and distribution of public bus timetables and transit literature
  • Assist with promotional events and promotional materials
  • Assist with public outreach presentations
  • Manage website data


Other:

  • Provide customers with bus route and schedule information by phone or in person
  • Determine best possible route and schedule for customers upon request.
  • Answer inquiries; provide information and sell fare media to walk-in customers.
  • Assist with front office phone coverage on a daily basis
  • Perform a variety of routine administrative support.
  • Maintain files
  • Participate as required in meetings
  • May require ability to work in different work environments outside of office and varying work scheduled as needed
  • Other duties as required

EL DORADO COUNTY TRANSIT AUTHORITY IS AN EQUAL OPPORTUNITY EMPLOYER

 WE ARE PROUD TO BE A DRUG FREE WORKPLACE

Employment Application

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