Office Assistant I is the entry-level class of this office support series. As experience is gained, there is greater independence of action within established guidelines. PRINCIPAL DUTIES (Illustrative Only) Operates a personal computer and other standard office equipment. Receives and screens visitors and telephone calls, takes messages, personally handles callers/visitors or refers them to proper party. Provides information to internal and external customers that may require the use of independent judgment or the interpretation of City or departmental policies and procedures. Independently types correspondence, reports, forms, and other specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions; enters and/or retrieves data and prepares documents utilizing various computer programs. Initiates routine correspondence for signature by appropriate management, supervisory, or professional staff. Reviews a variety of finished materials for completeness, accuracy, format, and compliance with policies and procedures and appropriate English usage. Attends to routine office administrative details such as opening and distributing or processing mail, ordering supplies, arranging for the repair of equipment, transmitting information, keeping reference materials up to date, and keeping informed of unit activities. Schedules meetings, notifies participants, compiles materials, prepares agendas, reserves facilities; makes travel, meal and lodging arrangements; attends such meetings to take notes as required. Researches, compiles, and/or updates a variety of reports which may require the use of arithmetic calculations and consolidating materials from several sources. Establishes and maintains records, processes forms, researches and compiles information from such records. May plan, assign, direct, and review the work of others on a project basis; may instruct staff in work procedures. QUALIFICATIONS Education/ Experience. Office Assistant I: Graduation from high school or possession of a GED certificate. Must possess a valid (two years old or less) typing certificate for at least 40 net words per minute from a recognized organization. Incumbents may advance to the Office Assistant II level after successfully completing a one-year probationary period and demonstrating proficiency which meets the qualifications of the higher level class. Special Requirement:Incumbents in either the Office Assistant I or Office Assistant II level may enroll in the Office Support Certificate Program. Completion of the program must occur as a condition of advancement. Newly-hired Office Specialists and Secretaries will be required to enroll in the City's Office Support Certificate Program and will attempt to complete the course within three years of the date of hire as a condition of continued employment. Other Requirements:Specified positions may require:Possession of a valid California driver's license; Evening and weekend work; The ability to lift materials weighing up to 30 pounds; Frequent operation of a data entry device, involving repetitive motion; Occasional standing, bending, or squatting; Skill in taking dictation at the rate of 80 words per minute and transcribing it accurately. Knowledge of:Office practices and procedures, including filing and the operation of standard office equipment; Correct English usage, including spelling, grammar, punctuation, and vocabulary; Standard office administrative and secretarial practices and procedures, including business letter writing and standard format for typed materials; Policies and procedures related to the department to which assigned; Basic record keeping principles and practices and report preparation. Business arithmetic, including percentages and decimals. Skill in:Performing detailed complex or difficult office support work accurately; Organizing, researching, and maintaining office records; Composing correspondence independently or from brief instructions; Making accurate arithmetic calculations; Using initiative and sound independent judgment within established guidelines; Operating standard office equipment, including a personal computer; Organizing work, setting priorities, meeting critical deadlines, and following up on assignments; Understanding and carrying out oral and written directions; Reading and interpreting rules, policies, and procedures; Providing varied office administrative assistance to management, supervisory, and professional staff; Establishing and maintaining effective working relationships with those contacted in the course of the work. The Examination: Applicants who qualify in terms of relevant work experience and education, that best fit the needs of the City, will be invited to participate in the examination process. The examination process may include an oral exam or a training and experience evaluation examination weighted 100%. However, the City reserves the right to utilize alternative testing methods if deemed necessary. Candidates must receive a minimum passing score of 70%, as determined by the relative performance of all candidates in all portions of the examination. In the event of identical ratings, candidates' names will be arranged in order of application date/time, and, if the same, then arranged alphabetically.