Office Assistant II

1 month ago

Livingston, United States State of Montana Full time

Job Overview:

This is office and court clerical work involving receptionist duties, data entry and document preparation and processing.

Work includes performing receptionist duties, entering data, preparing, processing, and filing office and court documents, posting, and checking information and performing related office support duties. This class differs from the Office Assistant I class by the more diverse, complex, or specialized work, the greater consequence of error and the more limited review of work. Work requires the exercise of some judgment, and some positions may require handling cash in accordance with instructions, rules of court, state statutes, court and office policies and procedures. Work is reviewed in progress and upon completion for accuracy, completeness, timeliness and adherence to guidelines and requirements.

Job Duties:

(Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed.)

·Performs receptionist duties; receives and provides information in person and by telephone, mail or email; greets and directs or refers visitors and callers; checks in visitors; takes messages; obtains information from sources; schedules appointments; explains policies and procedures; refers more complex or sensitive inquires to the supervisor or an appropriate official.

·Collects, organizes, verifies and enters a variety of data; researches and cross-references information; may monitor status of youth/cases if in a Youth Court.

·Indexes and files correspondence, reports, records, and other materials according to predetermined classifications; sets up, updates and closes/seals destroys files; searches for, gathers and verifies information; maintains manual and electronic filing systems; maintains statistical database; prepares, processes, maintains and distributes various logs, lists, records, reports, and files; prepares documents for microfilming or scanning.

·Prepares a variety of date-sensitive forms, records, correspondence, court documents, claims for payment, notices and reports from notes, rough draft, dictation, transcription, or other legal documents; proofreads documents and makes revisions; handles confidential information.

·Schedules appointments and meetings; maintains calendars; compiles, prepares, and distributes necessary agendas and materials; attends meetings; takes minutes during meetings; prepares and distributes minutes; may make travel arrangements.

·Receives, receipts and records payments; prepares and verifies deposits; balances and maintains account records; prepares and records disbursements; sends payment reminder notices; compiles information and may assist in determining amounts owed.

·Sorts and distributes mail; assembles and distributes mailings; uses postage machine; makes copies; sends faxes; orders and maintains stock of forms and office supplies; may pick up and deliver documents.

·Supervises urinalysis tests; performs quick test of sample; processes urinalysis samples to be tested.

·Prioritizes own work based on deadliness or other guidelines; makes recommendations and assists in implementing improvements in office policies and procedures; updates and maintains office, policy and procedure manuals and directories.

·Maintains vehicles and information related to maintenance of vehicles.

·May process inter-library loan requests; searches for and receives requested materials; loads, edits, and formats documents on webpage; processes invoices.

·May schedule and monitor community service; records and reports hours.

·May notarize signatures.

Knowledge, Skills, and Abilities (Behaviors):

Knowledge of business English, arithmetic, and modern office practices, procedures, methods, and equipment.

Knowledge of computerized office programs.

Some knowledge of basic bookkeeping practices and procedures.

Ability to learn rules of court, state statutes, court and office policies and procedures and terminology of the area assigned.

Ability to learn computerized court programs.

Ability to maintain records and to prepare documents from such records.

Ability to make arithmetic computations and tabulations accurately.

Ability to account for and handle money including cash.

Ability to understand and follow oral and written instructions.

Ability to communicate clearly and concisely, both orally and in writing, with a diverse group of people.

Ability to provide information relating to and apply laws, rules, policies, and procedures.

Ability to recognize and maintain the need for confidentiality.

Ability to use good judgment and discretion when providing information and dealing with the public.

Ability to establish and maintain effective working relationships with co-workers, representatives of other agencies, and the public and occasionally distraught, angry, or volatile youth and adults.

Ability to operate a personal computer, calculator, and other office equipment.

Working Conditions:

Work is performed primarily in an office setting with frequent interruptions and occasional walking, standing, bending, reaching, climbing stairs, and lifting carrying items up to 25 pounds such as papers and files. Occasionally exposed to distraught, hostile, or confrontational individuals.

Physical Demands:

Work is essentially sedentary with occasional walking, standing, bending, and carrying items under 25 pounds such as papers and files Some positions may requireperiods of extended computer use.

Licensure and Certification Requirements:

Possession of a valid Montana driver’s license may be required for some positions; proof of insurance if using a personal vehicle on State business. Notary public certification may be required for some positions.

Minimum Qualifications (Education and Experience):

Graduation from an approved high school or vocational school supplemented by completion of approved college-level course work in secretarial sciences, business or a related field, or graduation from an approved high school or vocational school and office support or clerical experience.

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