Office Assistant (Office/On-site)

In a state agency this class is accountable for independently performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

Performs the full range of general clerical duties as described in the following areas:

• TYPING:
  • Types a variety of materials in relation to other duties or as assigned;
  • Enters and retrieves data on computers, tablets, and other electronic equipment.
• FILING:
  • Sets up and maintains office procedures, filing and indexing systems and forms for own use.
• CORRESPONDENCE:
  • Composes routine correspondence.
• REPORT WRITING:
  • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
• INTERPERSONAL:
  • Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
  • Responds to inquiries from other work units or departments/agencies;
  • Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
  • May lead lower level employees in carrying out assigned clerical functions.
• PROCESSING:
  • Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
  • Processes a variety of documents in determining routine case status;
  • Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence;
  • Processes purchase requisitions/purchase orders for subsequent action;
  • Prepares payment lists and billing invoices;
  • Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
  • Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.;
  • Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
  • Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
  • Maintains inventory and orders supplies;
  • Uses a variety of electronic equipment to perform job functions;

• Knowledge of office systems and procedures including proper telephone usage and filing;
• Skills
  • interpersonal skills;
  • oral and written communication skills;
  • performing arithmetical computations;
• Ability to
  • perform a full range of clerical tasks;
  • operate office equipment which includes computers, tablets, and other electronic equipment;
  • operate office suite software;
  • schedule and prioritize workflow;
  • read and interpret complex instructions.

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one/half (1/2) year of experience to a maximum of two (2) years.

• Experience using Microsoft office 360.
• Experience communicating, reading, comprehending and applying laws, regulations, and procedural guidelines.
• Experience devising and maintaining record keeping and filing systems.
• Experience typing correspondence, completing forms, filing documentation, etc. in support of a processing function.
• Experience working with large volume of paper medical records.
• Experience working in a fast-paced healthcare environment, providing support to clinical staff and providers.
• Experience filing, copying, faxing and scanning.
• Experience performing chart auditing and reporting for organizational compliance.
• Experience fulfilling Release of Information requests.

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.