This is the advanced journey level class in the Administrative Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series including providing technical and functional supervision over assigned personnel. Employees at this level are required to be fully trained in all procedures related to assigned areas of responsibility.
Applicants will be assessed on the application submitted. Due to the volume of applications received, resumes will not be screened for the purpose of determining who is the most qualified to compete in the testing process. It is the applicant’s responsibility to fill out the “Education” and “Work Experience” sections of the application with complete information and adequate detail. Do not substitute any part of the application with the words “SEE RESUME.”
The following information is provided for you to use as a reference and as a planning tool. Human Resources is unable to schedule make-up examinations. Applicants considered to be the most qualified will be invited to continue in the testing process.
Tentative Testing Schedule
Online iAHQ Exam
January 28, 2022 – February 4, 2022
Human Resources reserves the right to revise the testing process to best meet the needs of the City.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Research and assemble moderately complex information from a variety of sources for the completion of forms or the preparation of reports.
Perform various technical processing, generating, and collecting of forms, applications, permits, payments, invoices, refunds, or procedures requiring in-depth knowledge of the department’s functions.
Provide lead direction, training, and work review to administrative support staff; set priorities, assign, and monitor task completion to ensure coordination and completion of assigned work.
Make arithmetical or routine statistical computations that may include payroll preparation; may serve as timekeeper and review timecards for accuracy.
Answer questions and provide information to the public, outside agencies, and City staff requiring the use of judgment in the application of policies, rules, or procedures.
Schedule, maintain calendars, prepare agendas, attend, and take minutes of a variety of internal and external meetings.
Perform a variety of support duties related to the work unit to assist management staff in complex clerical office activities; schedule and track trainings.
Assist in the administration of applicable programs as needed; assist in resolving issues and implementing necessary changes.
Establish, organize, and maintain complex departmental filing systems; maintain administrative records for assigned programs.
Type complex and sensitive correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions; may compose routine correspondence and brief reports.
Type, proofread, review, and process various documents and materials, including for accuracy, completeness, and compliance with departmental policies and regulations.
Collect, compile, and enter data from computer systems, including generating reports, advising others on routine system operations, and tracking projects.
May assist with tracking, monitoring, and verifying the accuracy of expenditures.
Attend to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
May act as a receptionist, receiving, screening and directing callers, and making appointments.
Review reports for accuracy and make corrections.
Operate a wide variety of standard office equipment.
Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
Observe and maintain a safe working environment in compliance with established safety programs and procedures.
Performs related duties as assigned.
Principles and practices of administrative support activities.
Practices and procedures of filing systems management.
Formats and materials for typed materials.
Basic business arithmetic, including percentages and decimals.
Correct English usage, including spelling, grammar, and punctuation.
Policies, procedures, processes, and forms related to the department to which assigned.
Applicable programs, processes, and workflows.
Pertinent federal, state, and local laws, codes, rules, and regulations.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Provide training and lead direction to others.
Organize, prioritize, and coordinate work activities.
Read and apply laws, codes, rules, regulations, policies, and procedures.
Determine appropriate communications and forms to ensure compliance with applicable regulations and procedures.
Organize, research, and maintain office files.
Respond tactfully and effectively with those contacted in the course of the work.
Make and interpret arithmetical calculations and formulas with speed and accuracy.
Compose routine correspondence from brief instructions.
Use initiative and sound independent judgment within established guidelines.
Maintain awareness of issues and record and communicate issues to various departments and management staff.
Type or perform word processing at speed necessary for successful job performance.
Collect, compile, run, and interpret pertinent reports and data.
Research and resolve errors and report discrepancies.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Experience and Training Guidelines:
Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be:
Two years of general clerical experience of which one year must have been at the journey level;
One year of experience with the City of Modesto as an Administrative Office Assistant II.
High School diploma or GED equivalency.
Completion of vocational or college level course work in business administration or a related field is desirable.
License or Certificate:
Possession of, or the ability to obtain, a valid California driver’s license.
Note: Depending on assignment, the ability to pass a background investigation is required.
PHYSICAL AND MENTAL REQUIREMENTS:
Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise.
Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment. Some positions may be assigned to remote locations. Positions may require occasional overtime or weekend work and travel is rare.
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