DISTINGUISHING FEATURES OF THE CLASS:  This position involves the performance of difficult clerical and secretarial tasks which may require operation of such equipment as a personal computer or word-processor. The work requires mature office judgment and knowledge of the policies, laws and regulations relating to the program or the agency in which the position is located. Specific duties vary with the needs of the municipality, department, or division. The Senior Office Assistant is distinguished from the Office Assistant in that this position involves either supervision, the use of a higher degree of independent judgment and/or the more secretarial nature of the work responsibilities. Additionally, this position requires the ability to speak, write and understand Spanish as well as English.  Work is performed under general supervision. Supervision may be exercised over the work of a small number of subordinate clerical workers. 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;
• Speaks, reads, writes and interprets Spanish language and Spanish language documents, as needed;
• Acts as intermediary and interpreter for Spanish speaking clients and members of the public, as needed;
• Makes referrals according to office policies and procedures, and regulations and policies relating to program or department;
• Keeps administrator(s) informed and up-to-date on any changes in regulations and policies relating to the program or department;
• Makes appointments and schedules for school 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;
• Assigns, reviews and records work done and instructs new employees in the specialized work of the department;
• Operates a variety of business office machines such as computers, copying machines, calculators, scanners, etc.;
• Performs routine equipment maintenance tasks;
• Maintains alphabetic, numeric and/or chronological files of correspondence, documents and materials by coding and filing new materials, searching for requested material and periodically purging obsolete material;
• Collects, compiles, summarizes and types statistical and other related reports;
• May take and transcribe dictation of letters, memorandum, reports and other materials;
• May issue permits and licenses;
• May collect fees and accounts for monies received;
• May prepare and maintain time records and payroll data;
• 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: Good knowledge of office practices, procedures, terminology and equipment; good knowledge of business arithmetic and English; good knowledge of the policies and regulations relating to the assigned agency; ability to operate an alphanumeric keyboard at an acceptable rate of speed; ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to set up appropriate forms, charts and other tabular listings; ability to enter data, organize and maintain records, and prepare reports; ability to speak English and Spanish fluently and to understand, read, write and translate both in English and Spanish; ability to understand and carry out moderately complex oral and written instructions; ability to function independently in relatively unstructured situations; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships; accuracy; resourcefulness; initiative; good judgment; tact; courtesy; neat appearance.

MINIMUM QUALIFICATIONS:

Graduation from high school or possession of a comparable diploma and two (2) 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 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: Fluency in understanding, speaking, reading, writing and translating Spanish and English.

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Competitive Class