Senior Office Assistant - Automated Systems

PRIMARY PERFORMANCE RESPONSIBILITIES

Utilizes automated word processing equipment using internally stored systems and procedures to produce correspondence, forms, reports, statistical information and other office/departmental data. Provides general administrative and clerical support to enhance the operation of the office to which the incumbent is assigned. Sets up automated filing systems for the storage and retrieval of data; Maintains accurate and complete records and files. Manipulates, revises or copies data to produce and/or enhance reports. Compiles a variety of data from automated and manual office records and outside sources to create reports for staff, departments or governmental agencies. Composes, proofreads, edits, corrects and formats memos and correspondence. Composes correspondence or transcribes meeting minutes from verbal instruction, written notes, or tape recordings. Maintains appointment calendar for professional staff, schedules appointments and sets up meetings for administrators, staff, students, etc. Answers telephone calls and either independently handles requests for routine information about department or office procedures and programs or routes calls to appropriate staff. Receives, reviews and processes forms, papers and other documents in accordance with established procedures. Prepares purchase orders and maintains inventory of office supplies and forms.

Qualifications:

CIVIL SERVICE QUALIFICATIONS

MINIMUM

ACCEPTABLE TRAINING AND EXPERIENCE

: Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience where a primary function of the position was performing general office/clerical work, two (2) years of which must have included the use of computer applications to maintain automated records or produce correspondence, spreadsheets, forms, reports or other documents.

SUBSTITUTION

Satisfactory completion of 30 credits

• at a recognized college or university, or its equivalent in course hours from an approved institution or office software manufacturer (i.e. Microsoft) may be substituted on a year for year basis for one (1) year of the general office/clerical experience and one (1) year of the specialized experience using computer applications as described above. Completion of 6 credits
• in word processing coursework at a recognized college or university may be substituted for an additional one (1) year of specialized experience using computer applications as described above. All coursework must be verified by official transcript.
• Priority given to candidates who are currently on a Civil Service List for this title.
• Candidates must have either taken or be eligible to take the Civil Service Exam for this title and be reachable by the rule of three on the list.