Office Assistant II

About Position

Perform a variety of general and advanced clerical tasks including maintenance of file systems, logs, and records and typing and compiling information to assist in the efficient accomplishment of support activities.

Duties & Responsibilities

Note: Depending on assigned responsibilities, employees may perform some or all of the duties below.

• Compose, type, and distribute correspondence, forms, vouchers, requisitions, invoices, notices, schedules, legal documents, and other materials; type from rough drafts or combine data from multiple sources.
• Maintain basic manual and automated file systems or assist in the maintenance of a large, complex system.
• Code, classify, post, and compile information for use by others.
• Compile data, compute, and verify figures.
• Receive, verify, and register documents assigning file number and affixing seal as appropriate.
• Review forms, documents, and other materials for accuracy.
• Provide assistance to staff and public as required.
• Respond to inquiries and search files for requested information.
• Access materials of a confidential nature, generally limited to typing and filing, as required.
• May process and maintain personnel related documents and records such as timekeeping, procurement and payroll records, and maintain employee attendance and leave records.
• Maintain logs and records of equipment, inventory, costs, services performed, documents received, and charges to be assessed
• Maintain custody of supplies and other property.
• Operate office equipment such as copiers, telephones, scanners, and shredders.
• Operate data processing computer equipment and software as well as other sources to process and obtain information.
• Perform basic clerical computer operations using word processing, spreadsheet, database management, and other applications.
• Train, provide guidance, and review work of others for completeness and accuracy.
• Perform other clerical duties such as photocopying; ordering and issuing supplies; and sending, receiving, sorting, and distributing mail.
• Perform other related duties as required.

Knowledge, Skills & Abilities

• Working knowledge of practices used to receive and assess calls for assistance.
• Working knowledge of departmental policies and procedures.
• Working knowledge of office practices, procedures, equipment, and materials.
• Working knowledge of English grammar, punctuation, and spelling.
• Working knowledge of frequently used office computer technology including Windows, Internet, and Office software applications.
• Skill in operating a computer utilizing word processor, spreadsheet, database, and electronic mail applications.
• Ability to proof own work and the work of others.
• Ability to perform accurate computations and verification of data.
• Ability to instruct new employees.
• Ability to work effectively with others.
• Ability to operate data processing and software equipment.
• Ability to use general office equipment and to perform a variety of clerical duties such as answering telephones, filing, copying, scanning, receiving and sorting mail, inventorying, and ordering supplies.
• Ability to type.
• Ability to organize and maintain paper and electronic files and records.
• Ability to take and transcribe notes rapidly and accurately.

Required Minimum Education & Experience

• A high school diploma or possession of a GED certificate.
• Two years of clerical experience.

OR

• A high school diploma or possession of a GED certificate.
• Successful completion of a secretarial, business and office technology, or office professional training program.
• One year of clerical experience.

OR

• An associate's degree from an accredited institution of higher education.
• One year of clerical experience.

Required Pre-Employment Testing

• A passing score on pre-employment testing.
• 30 net words per minute on a typing test; or 100 gross keystrokes per minute with 90% accuracy on a data entry test.

Preferred Education & Experience

• Solid knowledge of Windows-based applications.
• Ability to multi-task.
• Two years of clerical experience.

Additional Job Requirements

• Depending on assignment, employees may be required to possess a valid Florida Driver License at time of employment. Driving history will be thoroughly reviewed and may be grounds for disqualification.
• No visible tattoos on face. Tattoos on hands, neck, or arms must be covered with white, black, or neutral colored covering.
• No illegal drug sale within lifetime.
• No illegal drug use within the past 36 months. No marijuana use within the last 24 months.
• No felony convictions within lifetime.
• No misdemeanor convictions involving perjury, false statement, or domestic violence within lifetime.
• No dishonorable discharge from any branch of the United States Armed Forces, the United States Coast Guard, National Guard, or Reserve Forces.
• Successful completion of a criminal background investigation including polygraph; reference, employment, and neighborhood checks; medical evaluation; and drug screening.