OFFICE ASSISTANTS I, II AND III

CITY OF WILLITS
JOB DESCRIPTION

JOB TITLE: OFFICE ASSISTANTS I, II AND III

REPORTS TO: City Manager
Finance Director
Community Development Director
Human Resources Director

POSITION SUMMARY:

Specified clerical duties in support of City departments; Tasks performed included, but are not limited to, the following in increasing levels of difficulty and responsibility through the Office Assistant series: Finance Department accounting functions such as Payroll, Accounts Payable and Utility Billing; responds to telephone inquiries, screens and directs calls and takes messages; greets customers and visitors of the departments; performs word processing and other office machines/computer equipment.

ESSENTIAL FUNCTIONS:

Use of computer/word processor and sitting in chair; frequent standing; respond to public inquiries; tactfully deal with public in oral and written communications; full use of hands and fingers to use office equipment.

TYPICAL DUTIES AND RESPONSIBILITIES:

? Answers telephone calls, screens and directs calls and takes messages; greets customers and visitors of the departments.

? Receipts cash; balances cash to computer printouts; prepares daily bank deposit.

? Operates various office equipment.

? Performs routine filing and maintenance of records management system.

? Receives, sorts and directs incoming mail, prepares materials for individual and bulk mailing.

? Maintains an inventory of office supplies; orders and documents purchase transactions.

? Assists with the expedient processing of applications, forms and other materials constituting the department=s paper flow and record keeping.

? Processes a variety of miscellaneous billings and reconciliations including quarterly occupancy tax forms, hangar rentals and various Enterprise fund billings including water, landfill and sewer assessment roll; maintains receivable records; monitors cash collection of miscellaneous receivables and initiates follow-up.

? Prepares and distributes various contracts and agreements utilizing standard formats.

? Schedules and maintains a log of usage or rentals of City property; collects required deposits; secures appropriate insurance; refunds or applies deposits as appropriate; balances deposits and insurances to general ledger.

? Attends meetings of various committees for the purpose of preparing minutes, notes and other documentation of actions.

? Word processes correspondence, agendas, minutes of meetings, memos, reports and forms from handwritten, typed drafts, Dictaphone or verbal instructions.

? Performs work involving City=s payroll functions; collects and audits timekeeping records; maintains employee master files with up to date information; maintains PERS files and reports; prepares check requests for periodic payment of deductions and benefits; processes quarterly payroll tax returns and year-end reports; prepares W-4 and W-2 records; reconciles general ledger to payroll.

? Maintains purchase order/requisition/encumbrance system; performs duties related to preparing, auditing and inputting source documents representing claims against the City; balances output to control documents; prepares and disburses City checks; maintains the vendor file; prepares and mails annual forms 1099′s.

? Initiates purchases or assists in the purchase of supplies goods, wares, merchandise, equipment and materials required by the City.

? Operates and maintains the utility billing system; calculates, prints and mails water garbage bills; posts payments; opens and closes accounts; collects and monitors customer deposits, monitors those customer accounts on a payment schedule; issues shut-off notices; responds to customers= inquiries; coordinates with meter readers and water department personnel regarding service installations, repairs, reconnections and shut-offs; prepares statistical or other data as required by the City and various other agencies.

? Maintains business license system; processes business license applications; prints and distributes quarterly billing forms and follow-up notices; prepares and mails licenses; determines business category for reporting purposes; receives and deposits cash receipts to customer account.

? Word processing, compiling reports and studies, agenda preparation for Planning and Building functions within the Community Development Department.

MATERIALS, EQUIPMENT AND TOOLS:

Computer terminal, keyboard, IBM System 36 operating system and programs, personal computer and programs such as Word Perfect, Windows 3.1, Microsoft Excel 5.0 computerized cash register, FAX, postage meter, copier, typewriter, calculator (10-key tape type), and Dictaphone.

SPECIAL REQUIREMENTS:

None.

DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES:

Knowledge of:

? Correct English usage, spelling, grammar and punctuation.

? Modern office practices and procedures.

? Office and accounting machines.

? Computerized accounting systems.

Ability to:

? Work under pressure.

? Respond to needs of the public and fellow workers in a polite, helpful and cooperative manner.

? Communicate clearly and concisely orally and in writing.

? Work independently.

? Establish priorities in organizing work and meeting deadlines.

? Understand and follow oral and written instructions.

? Perform arithmetical and mathematical calculations rapidly and accurately.

? Word process at a rate of at least 45 words per minute.

? Operate a variety of office machines and equipment.

? Read and interpret various City ordinances applicable to the position.

? Read and interpret union memoranda of understanding.

OFFICE ASSISTANT I: Basic skills and abilities to perform the less complex duties in a responsible manner with moderate supervision.

OFFICE ASSISTANT II: Skills and abilities to perform the more complex duties in a responsible manner with minimal supervision

OFFICE ASSISTANT III: Above average skills and abilities to perform all of the functions exercising the use of independent judgment in a responsible and self-directed manner with minimal supervision.

DESIRABLE EXPERIENCE/EDUCATION:

Any combination of education, training and experience which would likely provide the required knowledge and abilities is qualifying.

PHYSICAL REQUIREMENTS:

Constant sitting in office chair; use of hands for operation of office equipment; frequent moving from sitting to standing at counter; occasional lifting of office equipment, storage boxes and supplies of less than 30 pounds.