Under general supervision, this series specification describes the  Office Assistant levels, which have responsibility for performing a wide variety of typing, data entry, general clerical, and public contact work; and to do related work as required. The City of Lynwood will only be filling one Office Assistant II vacancy.

 
DISTINGUISHING CHARACTERISTICS

Office Assistant I
This is the entry-level grade  in the clerical job series. This class performs the more routine tasks and duties.  Incumbents may have little or no previous work experience.  Under this concept, incumbents in this class, as breadth of knowledge and skill level increases, may reasonably expect promotion to the journey-level class of Office Assistant II.
 
Office Assistant II
This is the  journey-level grade  in the clerical job series.  This grade performs the more complex tasks and duties.  Incumbents have previous work experience in the clerical field.  

Performs a wide variety of office assistance, support and general clerical work including typing, filing, proofreading, checking, recording information, answering the telephone and assisting the public in person; types agenda, forms, lists, memoranda, public notices, staff reports, correspondence, minutes and purchase orders from draft,  sets up and maintains a variety of files; collects, sorts, dates and distributes mail; serves as receptionist, greets the public and provides information on routine questions and directs complex technical questions or unusual requests to appropriate staff members; takes and relays messages; prepares and reviews documents; sorts and files documents and records according to predetermined classifications; assists in ordering and maintaining adequate office supplies; operates a variety of office appliances and equipment including computer, mail machine, duplicating and photocopy; indexes and cross-files ordinances, resolutions and agreements; distributes and picks up a variety of materials; receives, prepares receipts, records and deposits funds; processes repair order forms; may assist in training and supervising other clerical and part-time personnel; maintains personnel forms, records and files; posts to and maintains time cards; assists in preparations for municipal elections; performs a variety of specialized clerical duties related to the functions of the office or department to which assigned; may  input and retrieve data from various systems; arranges and coordinates the reproduction of department materials; lists, abstracts or summarizes data; performs arithmetical calculations; prepares simple statistical reports; may be required to maintain multiple calendars.  Perform related duties and responsibilities as required.

Knowledge of:

Office Assistant I

• Modern office procedures, practices, and equipment
• Personal computer hardware and software, including word processing,spreadsheet, and database programs
• English usage, spelling, grammar, and punctuation
• Basic math
• Basic record keeping methods

• The above, plus
• Performing varied journey-level clerical work

• Learn the functions of the position
• Keyboard at a net corrected speed of 40 words per minute from clear copy
• Effectively answer and process telephone calls
• Understand and carry out oral and written instructions
• Maintain confidentiality
• Handle multiple priorities, organize workload, and meet strict                                      deadlines
• Establish and maintain effective working relationships with those contacted in the course of work
• Maintain professionalism, courtesy, and composure at all times, including stressful situations
• For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment

• Keyboard at a net corrected speed of 40 words per minute from clear copy
• Operate computer software
• Effectively answer and process telephone calls
• Read, understand, and apply moderately difficult materials
• Prepare accurate and clearly understood statistical reports
• Understand and carry out oral and written instructions
• understand pertinent procedures and functions quickly and apply them without immediate supervision
• Maintain confidentiality
• Handle multiple priorities, organize workload, and meet strict deadlines
• Establish and maintain effective relationships with those contacted in the course of work
• Maintain professionalism, courtesy, and composure at all times, including stressful situations
• For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment

Experience:

Office Assistant I -    One year of paid professional experience providing
                                  customer service or general clerical work.
 
Office Assistant II -   Two years of experience performing general clerical and office                                                         assistance work.
 
Education: 
High School Diploma or satisfactory equivalent is required.   

SPECIAL REQUIREMENTS
Possession of a valid California Class "C" driver's license issued by the California State Department of Motor Vehicles and a good driving record.

Bilingual in English and Spanish is desired for some positions assigned to this classification. 


PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a case-by case basis. 

The duties and responsibilities of this position are performed in an office environment and involve sitting, standing, and walking for prolonged or intermittent periods of time, and include reaching, bending, and twisting at the waist to perform desk work and operate general office equipment including a personal computer with keyboard for prolonged or intermittent periods of time.  The operation of a personal computer requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch and glare from the computer. 

Incumbent must be able to safely lift and carry books, files and reports weighing up to 25 pounds. Must be able to lift files and reports from counter tops or file drawers and withstand exposure to vibration, pitch and glare from a computer.

This job specification should not be interpreted as all-inclusive.  It is intended to identify essential functions and requirements of the job.  Not all incumbents may perform all duties at all times.  However, incumbents must be able to perform the essential duties, with or without accommodation for disability at any time while holding this position. 

OTHER INFORMATION:
All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.

The City of Lynwood is an Equal Opportunity Employer, special assistance with the application and examination process is available upon request, for persons with disabilities.  Notify Human Resources for assistance at (310) 603-0220 ext. 221 no later than three working days prior to the closing or scheduled examination/interview date.

Your online application packet must include:

• A completed online employment application.
• A completed supplemental questionnaire.