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Office Aide (Transfer)
<strong>THE PURPOSE OF THIS POSTING IS TO ESTABLISH A TRANSFER LIST FOR CURRENT CITY OF PASADENA EMPLOYEES WHO ARE ALREADY IN THIS CLASSIFICATION.<br><br>FOR INFORMATION ABOUT THE TRANSFER PROCESS AND REQUIREMENTS, PLEASE REFER TO SECTION 4.F OF THE <a href="" data-uw-rm-brl="PR" data-uw-original-href="">MANUAL OF PERSONNEL & ADMINISTRATIVE RULES</a>. Please note that a transfer application, once accepted, is active for <u>one year</u>.<br><br>GENERAL PURPOSE</strong><br>Under general supervision, performs a wide variety of routine clerical support functions in an assigned department, including typing, data entry, filing, recordkeeping, processing timesheets and performing receptionist duties; assists clients and applicants with completion of forms and enrollment into City classes and programs; and performs related duties as assigned.<br><br><strong>DISTINGUISHING CHARACTERISTICS</strong><br>An Office Aide performs entry-level duties in the clerical and administrative support series. Incumbents perform office clerical and administrative support functions ranging in difficulty from simple to moderately complex, requiring knowledge of City and department policies and procedures and the functions of the area to which assigned. Work requires the use of judgment in selecting appropriate procedures and solving routine to non-routine problems based on knowledge gained through experience.<br><br>Employees in this class typically report to a manager, supervisor or professional.<br><br>Office Aide is distinguished from Office Assistant in that an incumbent in the latter class independently performs duties requiring more extensive knowledge of departmental work processes, including terminology, practices and procedures and their application in completing supporting administrative functions, including data maintenance and reporting.The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.<br><br><ol><li>Answers, screens and refers telephone calls; takes telephone messages; assists customers at a public counter and/or by telephone; responds to routine customer questions and complaints; mails requested materials and documents.</li><li>Types, formats, edits, revises, proofreads and prints reports, correspondence, memoranda and other documents; operates a computer and performs data entry in accordance with standard procedures and computer system requirements; verifies the accuracy of input data; updates computer records; generates reports and documents.</li><li>Maintains a variety of standard office and specialized records and files; prepares manual and computer logs and files; summarizes information and prepares routine reports; creates schedules through a user interface.</li><li>Opens, time-stamps, logs and routes office mail; stuffs, sorts and prepares outgoing mail for pickup; retrieves, delivers and sends faxes; scans documents for distribution and storage.</li><li>Duplicates and files a wide variety of City records and documents; pulls files upon request; makes new file folders; retrieves, duplicates and distributes copies of records; creates and maintains chronological files; maintains up-to-date file listings, indexes and cross-references.</li><li>Monitors and maintains inventories of supplies and materials; types purchase requisitions and check requests; maintains a postage meter and arranges for meter replenishment.</li><li>Enters timesheet information for department employees in the City's payroll system; assists with processing a variety of human resources and finance-related forms.</li><li>Schedules appointments and makes meeting arrangements; schedules usage of conference and meeting rooms; assists with setup and cleanup for special events; contacts vendors for food orders, supplies, audio visual equipment; handles other meeting logistics.</li><li>Operates standard office equipment and performs miscellaneous clerical and secretarial tasks; provides technical assistance to program participants in the use of computers and program-related resources in a public lab.</li><li>Enrolls participants in department programs and events; accepts and processes payments; verifies that participants have all of the proper forms and documentation completed; provides recommendations on other services and community resources available to participants.</li><li>Performs related duties as assigned.</li></ol><strong>MINIMUM QUALIFICATIONS</strong><br><br><strong>Knowledge of:</strong><ol><li>Standard office practices and procedures, including recordkeeping and filing.</li><li>Customer service practices and telephone etiquette.</li><li>Correct English usage, including spelling, grammar and punctuation.</li><li>City ordinances, codes, procedures and practices regarding area of assignment.</li><li>Uses and operations of computers and standard business software including email, word processing and spreadsheet applications.</li><li>Safety policies and safe work practices applicable to the work.</li></ol><strong>Ability to:</strong><ol><li>Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment.</li><li>Prepare clear and accurate reports, documents, data entries and files.</li><li>Maintain highly confidential information.</li><li>Determine work priorities during peak workload periods, using sound judgment in the application of policies, rules, regulations and standard operating procedures.</li><li>Communicate effectively, both orally and in writing.</li><li>Understand and follow written and oral instructions.</li><li>Use a computer keyboard and other office equipment accurately at a speed necessary to meet the requirements of the position.</li><li>Establish and maintain effective working relationships with all those encountered in the course of work.</li></ol><strong>Education, Training and Experience:</strong><ul><li>Graduation from high school or G.E.D. equivalent and at least one year of office administrative or secretarial experience; or an equivalent combination of training and experience.</li></ul><ul><li>Some assignments may require a valid California Class C driver's license and ability to comply with the City's Motor Vehicle Safety Policy during the course of employment.</li><li>Typing Requirement: Net 35 words per minute with 95% accuracy or above.</li><li>Transfer Probationary Period is 12 months</li></ul>
