DISTINGUISHING FEATURES OF THE CLASS:  This is varied and difficult office clerical work requiring a good understanding of office procedures and policies. Specific duties vary with the needs of the municipality, district, department or division. Ability to type, and familiarity with computer applications for word-processing and data organization is essential. Intermediate Office Assistant is distinguished from Senior Office Assistant by use of a higher level of independent judgment in handling of non‑routine situations and information. Depending upon the nature of the assignment, work may be done under immediate or general supervision. Supervision may be exercised over subordinate clerical employees. Performs related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative only)

• Provides support to administrator(s);
• Receives telephone calls, answers questions and refers calls to proper person;
• Makes referrals according to office policies and procedures, and regulations and policies relating to the department or program;
• Keeps administrator(s) informed and up-to-date on any changes in regulations and policies relating to the department or program;
• Makes appointments and schedules for officials, and establishes priorities for submission to administrator(s);
• Receives and directs visitors to the office;
• Operates a computer or other word processing related equipment to produce routine correspondence, reports, spreadsheets, databases, charts and other work documents;
• Conducts correspondence independently or composes with administrative judgment for official signature;
• Collects, compiles, records and files a variety of records, reports, statistics and other related information;
• Checks records, reports etc. for clerical accuracy, completeness, and appropriate format;
• Maintains alphabetic, numeric and/or chronological files of correspondence, documents and materials as appropriate;
• Operates a variety of business office machines such as computers, copying machines, calculators, scanners, etc.;
• May instruct new employees in the routine and specialized work of the department;
• May assign, review and record work done by new or subordinate employees;
• May collect fees and account for monies received;
• May issue permits and licenses;
• Performs a variety of related activities as required.

Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:  Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of alphabetic or numeric layout for typewritten reports and summaries; thorough knowledge of business arithmetic and English; thorough knowledge of the policies and regulations relating to the assigned agency; ability to type at an acceptable rate of speed; ability to understand and carry out moderately difficult oral and written instructions; ability to compose correspondence and reports; good judgment; neat appearance; accuracy; tact and courtesy.

MINIMUM QUALIFICATIONS:         

Graduation from high school or possession of a comparable diploma and three (3) years of clerical experience which must have involved the use of computer applications to enter data, maintain records or prepare reports and documents.

SUBSTITUTION NOTE: Post-secondary level education may be substituted for one (1) year of the required experience indicated above on the basis of thirty (30) college credits per year of experience.

PLEASE NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.

SPECIAL REQUIREMENT:  Depending on assignment, an incumbent of this class may be required to obtain and maintain appointment as a New York State Notary Public.

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Competitive Class