OFFICE ASSISTANT III

Job Specifications

Class Code:	BC7
Analyst:  CE, TC

Date Originated:	9/79
Dates Revised:	11/81, 5/88, 9/90, 6/17

SANTA CRUZ COUNTY

DEFINITION

Under general supervision, to do a wide variety of difficult and responsible clerical and typing work; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this class are characterized by the performance of specialized, difficult and responsible clerical work requiring thorough knowledge of clerical methods and procedures and the exercise of considerable discretion and independent judgment in performing and scheduling their work. The use of typing skills is essential to the satisfactory performance of the work of all positions in this class. Incumbents may have extensive public contact which entails explanation of departmental policies, laws and procedures which require knowledge of the functions of County departments. Supervision exercised by positions in this class is usually limited to providing technical direction to subordinates and providing initial training and orientation of new employees.

TYPICAL TASKS

Types correspondence and other material requiring the application of subject matter knowledge and judgment in the selection of data or interpretation of rules and policies; types letters, reports, case histories, statistical data and other finished copy from rough drafts, margin notes, general instructions or machine transcription, corrects grammar, punctuation and spelling and proofreads copy; operates a magnetic card or other word processing machine in preparing case histories, reports, briefs, specifications and correspondence; types invoices, requisitions, data input documents and other material from copy, draft or notes; relieves technical staff or administrator of office details and more routine administrative details, including screening correspondence and calls, initiating replies to more routine correspondence, providing information with explanation of procedures and rules, maintaining and giving out information on complex records, and assembling information from files, resource documents and other departments which requires knowledge of County operations and departmental policies, rules and regulations; provides information to the public, employees and other departments where judgment and explanation of departmental functions, procedures, policies and rules is required; refers persons to appropriate department or personnel for assistance; acts as the final check or expert on records or procedures for employees, departments or the general public; reviews reports, applications and records for accuracy, completion and compliance with applicable rules, regulations, procedures and precedents; posts a variety of information to control records where selection is based on use and purpose of media and applicable rules and regulations; sets up and maintains complex filing systems, compiles a variety of narrative and statistical reports, locating sources of information and devising forms to post and summarize data; operates standard office equipment, such as photocopy machine, adding  machine, microfilm reader and microfiche reader; may provide initial orientation and training to new employees; may be assigned to review the work of other employees; may provide technical direction to subordinates; may provide vacation and other temporary relief for supervisors or for other classes as required.

EMPLOYMENT STANDARDS

Knowledge:

• Thorough knowledge of office procedures and practices, including preparation of correspondence and reports and filing;
• Thorough knowledge of vocabulary, spelling, grammar and punctuation;
• Thorough knowledge of standard typewriter set-ups and formats for business correspondence and reports.

Ability to:

• Devise and modify work methods and procedures to serve changing needs;
• Perform varied and difficult clerical work involving independent judgment and requiring accuracy and speed;
• Accurately type finished copy from rough copy or machine transcription which may include technical terminology;
• Quickly learn the specific operations of the office to which assigned;
• Spell correctly;
• Understand and follow oral and written directions;
• Establish and maintain cooperative relationships with the public and others contacted in course of work;
• Make arithmetic computations;
• Assemble and organize data and prepare reports from such records;
• Operate standard office equipment.

Training and Experience: Any combination of training and experience that would provide the required knowledges and abilities is qualifying. A typical way to obtain these knowledges and abilities would be:

• Two years of experience in general office clerical work that demonstrates application or possession of the required knowledges and abilities. Formal secretarial or general office clerical training may be substituted for up to one year of the required experience on an hour for hour basis.
• Performance: Type at a corrected rate of 50 words per minute from clear copy or to pass an equivalent performance test.

Previous Titles:  Typist Clerk III

Bargaining Unit:  41

EEOC Job Category: 06         

Occupational Grouping: 02

Worker's Comp Code: 0053